Agenda - 07/23/2001e
0
AGENDA
~VOODB URN CITY COUNCIL
)UL Y23, 2001 - 7.00P. M.
270Montgomery Street ~ ~ ~Voodburn~ Oregon
CALL TO ORDER AND FLAG SALUTE
ROLL CALL
ANNOUNCEMENTS AND APPOINTMENTS
Announcements:
A.
August 13, 2001 - 7:00 p.m.: Public Hearing on Water Master Plan,
Water Rates and SDC's.
August 13, 2001 - 7:00 p.m.: Public Hearing on the Woodburn Urban
Renewal Plan, and Report on the Plan.
Woodburn Aquatic Center is now open Sundays from 1:00 p.m. to 5:00 p.m.
Walt's Run - August 18, 2001. Pre-registrations are now underway
at the Aquatic Center.
Music in the Park: Library Park - 7:00 p.m.
Tuesday, July 24, 2001, Joni Harms, Country recording artist.
Tuesday July 31, 2001, Roundhouse Bluegrass Band.
Tuesday Aug. 7, 2001, Jimnalan-Folks songs and humor.
Appointments: - None
PRESENTATIONS/PROCLAMATIONS
Presentation:
A. Water Master Plan and Water Treatment Project Update ............. 4A
Proclamations:
B. National Night Out 2001 - Tuesday, August 7, 2001 ................... 4B
COMMITTEE REPORTS
A. Chamber of Commerce.
B. Woodburn Downtown Association.
COMMUNICATIONS
A.
Letter of appreciation from Bill Burgess for Fourth of July activities . .. 6A
Page 1 - Woodburn City Council Agenda, July 23, 2001.
BUSINESS FROM THE PUBLIC (This allows the public to introduce i{ems for
Council consideration not already scheduled on the agenda.)
CONSENT AGENDA - Items listed on the consent agenda are considered routine
and may be enacted by one motion. Any item may be removed for discussion at
the request of a Council member.
City Council minutes of July 9, 2001 ................................ 8A
Recommended action: Approve the City Council minutes of July 9, 2001.
Urban Renewal Agency minutes of July 9, 2001 ....................... 8B
Recommended action: Approve the Urban Renewal Agency minutes
of July 9, 2001
Informational letter dated July 19, 2001 to Woodburn School District
regarding status of the State Highway 214 sidewalk project ............. 8C
Recommended action: Receive the letter.
Claims for the month of June 2001 ................................. 8D
Recommended action: Approve claims for the month of June 2001.
Woodburn Public Library Monthly Report for May 2001 .............. 8E
Recommended action: Receive the Woodburn Public Library Monthly
Report for May 2001.
Planning Project Tracking Sheet dated 7-17-01 ....................... 8F
Recommended action: Accept the Planning Project Tracking Sheet
dated 7-17-01.
TABLED BUSINESS - None
PUBLIC HEARINGS - None
11. GENERAL BUSINESS
Acceptance of utility easement for parallel westerly relieving sanitary
sewer interceptor from Woodburn School District ................... llA
Recommended action: Accept easement.
Contract award for parallel westerly relieving sanitary sewer
interceptor .................................................... llB
Recommended action: A ward the contract for parallel westerly relieving
sanitary sewer interceptor to the lowest responsible bidder, Geico
Construction, Inc. in the amount of $285,862. 75.
Ce
Request for sound amplification permit for Woodburn Latin
American Club for Fiesta Mexicana ................................ llC
Recommended action: Approve sound amplification permit for Woodburn
Latin American Club Fiesta Mexicana at Legion Park on August 3 and 4,
2001from 10:00 a.m to ll:OOp, m. and on August 5, 2001from 10:00 a.m.
to lO:OOp, m.
Page 2 - Woodburn City Council Agenda, July 23, 2001.
Request for sound amplification permit for Iglesia Pentocostes ......... liD
Recommended action: Approve the sound amplification permit for
Iglesia Pentecostes at Library Park on July 29, 2001, from 9:30 a.m.
until 4:30p. m.
Request that the Police Chief be given authority to authorize street
closures on Tuesday, August 7, 2001 from 6:00 p.m. to 10:00 p.m. to
accommodate the citizens of Woodburn who wish to close their street
for block parties for National Night Out ............................ llE
Recommended action: Grant authority to the Police Chief to authorize
street closures on Tuesday, August 7, 2001from 6:00p. m. to lO:OO p. m.
to accommodate the citizens of Woodburn who wish to close their street
for block parties for National Night Out.
2001 Bulletproof Vest Partnership ................................. llF
Recommended action: Approve receipt and allocation of Bulletproof Vest
Partnership Grant funds for 2001for the purchase of bulletproof vests.
Ge
Bid proposals for the exterior rehabilitation of the Woodburn Public
Library Carnegie Building will be opened Thursday, July 19, 2001
at 3:00 p.m. Staff will review the bids and the results will be
distributed at the meeting.
Recommended action: Review the bids for the exterior rehabilitation
of the Y~oodburn Public Library Carnegie Building and approve as
appropriate.
He
Council Bill No. 2334 - A resolution adopting a premium conversion,
medical reimbursement and dependent care reimbursement cafeteria
benefit plan for City of Woodburn employees ....................... llH
Recommende[f action: Adopt the resolution.
Council Bill No. 2335 - A resolution authorizing the establishment of a
401(A) money purchase plan and trust in the form of the ICMA
Retirement Corporation Prototype Money Purchase Plan and Trust ....
Recommended action: ~4dopt the resolution.
llI
Purchase of water meter recorders .......... . ..................... llJ
Recommended action: Authorize the City Administrator to sign an agreement
with Radix Corporation for the purchase of water meter recorders for
$15,212.00.
12. PUBLIC COMMENT
13. NEW BUSINESS
14.
PLANNING COMMISSION ACTIONS - These are Planning Commission actions
that may be called up by the City Council.
None
Page 3 - Woodburn City Council Agenda, July 23, 2001.
15.
16.
17.
18.
CITY ADMINISTRATOR'S REPORT
MAYOR AND COUNCIL REPORTS
EXECUTIVE SESSION
Ao
To consult with counsel concerning the legal rights and duties of a public
body with regard to current litigation or litigation likely to be filed pursuant
to ORS 192.660 (1)(h).
Bo
To consider records that are exempt by law from public inspection pursuant
to ORS 192.660 (1)(f).
To review and evaluate the employment-related performance of the City
Attorney pursuant to ORS 192.660 (1)(i)
ADJOURNMENT
Page 4 - Woodburn City Council Agenda, July 23, 2001.
MEMO
TO:
FROM:
SUBJECT:
DATE:
City Council through City Administrato~-~~'~
Public Works Program Manager '~ '~~
Water Master Plan and Water Treatment Project Update
July 18, 2001
INFORMATION: The city completed a Water Master Plan in December 1997 which
provided a goal of treating the city water supply to remove iron and manganese.
Treatment of the city's water supply has also been a goal of city council. A citizen
Water Master Plan Committee was created in 1998 to review the master plan and
develop ways to accomplish goals of the plan which included water treatment to remove
iron and manganese. Subsequently, a Water Rate and System Development Charge
Study and a treatment process pilot study were completed at the direction of the
committee as additional steps toward the water treatment goal.
The water treatment project and the water rate requirements to support the project were
the subject of an open house that the committee held on June 6, 2001 from 4:00 P.M,
to 8:00 P.M. at council chambers in City Hall. Eighty-two (82) people signed in for the
open house and total attendance was probably close to 100 people. The reaction from
the vast majority of those in attendance was favorable toward treatment to remove iron
and manganese. Surveys were completed by 42 persons at the open house and 40 of
these responses were in f~vor of treating the water. Comments on the forms were also
overwhelmingly supportive of the proposed treatment project.
Staff is proposing that it would be appropriate that, as a final step before adoption of the
Water Master Plan and Water Rate and System Development Charge Study, a public
hearing be conducted on August 13, 2001 to formally accept any input that the public
has before actions to implement the recommendations outlined in the above documents
are taken. The citizen Water Master Plan Committee has formally recommended that
both the master plan and rate study be adopted by council. Most of the members of
the citizen Water Master Plan Committee will be able to attend the hearing to provide
their input.
The Water Master Plan Committee looked at various options and determined a
preferred approach to treat the city's water supply to remove iron and manganese and
also to react to proposed federal regulations such as the revised arsenic standard
which potentially could affect the city. They arrived at a phased approach that would
provide for the city's water needs for the 20-year planning period.
The Water Master Plan Committee also coordinated and monitored the
accomplishment of a water rate and system development charge study that evaluated
costs associated with the construction and operation of the water treatment project that
was proposed by the committee. The committee with the assistance of the study
consultant developed a plan for required rate increases, a recommended rate structure
and a modified system development charge fee structure.
The Water Master Plan Committee also coordinated on the use of and selection of a
consultant to do a pilot study of the proposed treatment process. This study has been
completed. The pilot study validated that the selected process will effectively remove
iron and manganese. Parameters that will be required for the proposed water
treatment project to move to the design phase were also developed by the pilot study.
The study also provided an evaluation of the arsenic removal potential of the treatment
process and determined procedures that would be required to meet any of the
proposed arsenic limits.
FUTURE ACTIVITIES: Staff will take action required to hold a public hearing on
August 13, 2001 to take public input on the City of Woodburn Water Master Plan, the
city's proposed water treatment project and the Water Rate and System Development
Charge Study. The Water Master Plan Committee and consultants supported by staff
will make a presentation to start the hearing followed by public input on the proposed
water treatment project and changes to water rates and system development charges.
These activities will proceed unless other direction is provided by council.
PROCLAMATION
NATIONAL NIGHT OUT 2001
WHEREAS, the National Association of Town Watch is sponsoring a unique, ~
nationwide crime, drug and violence prevention program on Tuesday, August 7, 2001
called "National Night Out"; and
WHEREAS, the "18th Annual National Night Out" provides a unique opportunity
for the City of Woodburn to join forces with thousands of other communities across
the country in promoting cooperative police-community crime, drug and violence
prevention efforts; and
WHEREAS, all citizens of Woodburn play a vital role in assisting the Woodburn
Police Department through joint crime, drug and violence prevention efforts in
Woodburn and is supporting "National Night Out 2001" locally;
WHEREAS, it is essential that.all citizens of the City of Woodburn be aware of
the importance of crime prevention programs and the impact that their participation
can have on reducing crime, drug abuse and violence in Woodburn; and
WHEREAS, '.police-community partnerships and neighborhood safety and
awareness cooperation ar~e important themes of the "National Night Out" program;
NOW, THEREFORE, I, MAYOR RICHARD JENNINGS, do hereby call upon all
citizens of Woodburn to joih .the Woodb~'rn Police Department and the National
Association of Town Watch in. SupPorting the~' "!8th Annual National Night Out"
Tuesday, August 7, 2001.
FURTHER, LET IT BE RESOLVED ,THAT, I, MAYOR RICHARD JENNINGS, do
herOby proclaim TuesdaY,;August~7,~'.2001 'as ~NATIONAL NIGHTOUT" in the City of
Woodburn. "
07/16/2001 10:25 FAX 503 370 9044
B[~GESS
Bill Burgess
1534 Scotch Avenue SE
Salem, Oregon 97306
billburgess@earthlink.net
July 8, 2001
Thank you Woodburn community volunteers for enriching our family's Fourth of July. Around
the dinner table, we read aloud and discussed the 1776 Declaration of Independence we found in
the Statesmnn Journal.
My .;.e year old daughters wondered if my father had fought in the Revolutionary War as he
had done in World War II. Our discussion on inalienable fights, independence and our Nation's
history nece.~sarily digressed into math and time.
Then we hopped in the cat to celebrate and watch fireworks at Woodburn High School. Where
else could we fred hot dogs, popcorn, and soda for a quarter each? Activities, music, fellowship,
and fireworks were free, though donations were accepted.
The highlight of the evening was watching my children standing mesmerized while Christine
Jones sang the most moving Star Spangled Banner I have heard in my fifty years. Thank you
folks for a memorable Fourth of July.
COUNCIL MEETING MINUTES
JULY 9, 2001
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0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN,
COUNTY OF MARION, STATE OF OREGON, JULY 9, 2001.
CONVENED. The meeting convened at 7:00 p.m. with Mayor Jennings presiding.
0020 ROLL CALL.
Mayor Jennings Present
Councilor Bjelland Absent
Councilor Chadwick Present
Councilor Figley Present
Councilor Mc Callum Present
Councilor Nichols Present
Councilor Sifuentez Present
Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director
Tiwari, Community Development Director Mulder, Police Chief Null, Finance Director
Gillespie, Public Works Manager Rohman, Library Director Sprauer
0036
ANNOUNCEMENTS.
A) Planning Commission Vacancy: Mayor Jennings stated that Position 8 is currently
vacant and the term will expire on December 31, 2001. He encouraged interested citizens
to contact the City Administrator's office to obtain an application form.
B) Walt's Run - 5k Run/Walk, 1 Mile Jaunt: This event will be held on Saturday,
August 18th, 8:00 am, at Centennial Park. Interested participants are asked to contact the
Woodburn Recreation and Parks Department for more information and/or to sign-up for
this event.
C) Music in the Park: Upcoming musical events at Library Park are as follows:
July 10, 2001, 7:00 p.m. -- The Maharimbas
July 17, 2001, 7:00 p.m. -- Steve Krupicka's Pudding River Band
D) Mayor's Cup Golf Tournament: Mayor Jennings stated that the tournament will be
held on August lOth and he encouraged interested golfers to contact Don Judson at Mid-
Valley Bank for more information and/or sign-up to participate in the event.
0133
PRESENTATIONS: FRIENDS OF THE PARK AWARDS TO JOE PARDO AND
DONNA GRAMSE.
Janet Greenwell, Park Board Chair, presented Joe Pardo with a Friends of the Park award
to recognize him for his service in promoting soccer in Woodbum. He has been
instrumental in building the Willamette Soccer League into an effective community
program and has served as a volunteer coach over the last five years.
Page 1 - Council Meeting Minutes, July 9, 2001
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Ms. Greenwell also presented a Friends of the Park award to Donna Gramse who has
been a volunteer aerobics instructor at the Aquatic Center.
PRESENTATION: HUMAN RIGHTS COMMISSION AWARD.
Scott Summers, representing the Human Rights Commission, briefly summarized the
mission of the commission which is to foster mutual understanding and respect, and to
protect the human rights of all persons in the City. He presented the Human Rights
Award to Tatiana Muroff who has been a nurse at Salud Medical Center over the last 26
years and she is well known for her commitment to helping all people she comes in
contact with in our community.
PROCLAMATION: PARKS AND RECREATION MONTH.
Mayor Jennings declared July 2001 as Parks and Recreation Month within the City, and
he urged residents to enjoy, recognize, and help promote the benefits of public and
private recreation and park resources.
CHAMBER OF COMMERCE REPORT.
Patrick Vance, representing the Chamber, updated the Council on the following items:
1) The Chamber office will be moving to a larger office space at 2241 Country Club Rd
during the weekend of July 14th and they plan on re-opening the Chamber office on July
16th. The larger Visitor Center will provide an area for information and will feature free-
standing kisoks made. by the woodworking department at MacLaren School.
2) Chamber at the Drags will be held on July 19t" and Chamber members, Mayor and
Council, and the general public are invited to tour the control tower and experience the
thrill drag racing at Woodbum Drag Strip.
3) The Chamber will be inaugurating their Youth Leadership Program which is a year-
long program to provide leadership training and community involvement experience for
students from Woodburn High School. This program has been in the planning stages
over the last three years and the Chamber is looking forward to beginning this new
program.
Mayor Jennings stated that he will be looking for two High School Juniors with one each
to serve on the Park Board and the Museum Committee, and he suggested that students in
the Youth Leadership Program may be interested in applying for the positions.
CONSENT AGENDA.
A) Council special meeting minutes of June 18, 2001 and regular meeting minutes of
June 25, 2001;
B) Planning Commission minutes of May 24 and June 14, 2001;
C) Community Center Planning Committee minutes of June 28, 2001;
D) Summer water use information;
Page 2 - Council Meeting Minutes, July 9, 2001
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E) Shuttle bus service for Drums of Fire;
F) Status Report on General liability, property, and workers' compensation insurance
coverage for fiscal year 2001-02; and
G) Building activity report for June 2001.
Mayor Jennings stated that he had received a memo from Preston Tack regarding the
Council minutes of June 25, 2001 with reference to the wording used in minutes
concerning the ward boundary tape that he brought to the meeting. He stated that he did
not see anything wrong with the corrections Mr. Tack would like to have made to the
minutes.
FIGLEY/SIFUENTEZ ... accept the corrections to the June 25, 2001 Council minutes
submitted by Preston Tack. The motion passed unanimously. (Full text of changes are
shown in the minutes of June 25, 2001).
Mayor Jennings also brought to the Council's attention an item within the Community
Center Planning Committee minutes which suggests that the City should sell the present
Community Center. He also suggested that the Council talk to the Administrator to see if
this is a viable action which can be taken by the City in the near future.
Administrator Brown stated that staff is in the process of looking at different appraisers
who might be able to do an appraisal for the building and, once a fair asking price is
received, staff will report back to the Council to discuss the possibility of disposing the
property.
FIGLEY/SIFUENTEZ .... consent agenda be adopted as amended. The motion passed
unanimously. ~
COUNCIL BILL 2332 - ORDINANCE AFFIRMING THE PLANNING
COMMISSION'S APPROVAL OF SITE PLAN REVIEW 00-12, VARIANCE 01-
04, AND PARTITION 01-01 TO CONSTRUCT A RETAIL SHOPPING CENTER
ON A 10.36 ACRE SITE LOCATED AT THE SOUTHEAST CORNER OF THE
HIGHWAY 99E AND HIGHWAY 211 INTERSECTION.
Council Bill 2332 was introduced by Councilor Chadwick. The two readings of the bill
were read by title only since there were no objections from the Council.
Councilor Mc Callum reiterated that, as stated on the record of June 25, 2001, he will not
be participating in any discussion on this issue or voting on this particular Council Bill.
Councilor Figley stated that on page 3 of the Attachment, first paragraph, Councilor
Bjelland's name is misspelled and she requested that it be corrected.
On roll call vote for final passage, the bill passed 4-0 since Councilor Mc Callum did not
vote on this bill. Mayor Jennings declared Council Bill 2332 duly passed with the
emergency clause.
Page 3 - Council Meeting Minutes, July 9, 2001
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1028 COUNCIL BILL 2333 - ORDINANCE AMENDING ORDINANCE NO. 2272 (THE
2000-2001 MASTER FEE SCHEDULE) TO INCREASE THE NON-RESIDENT
LIBRARY CARD FEE FOR NON-RESIDENTS OF THE CITY RESIDING
1105
1125
1162
INSIDE THE CCRLS SYSTEM BOUNDARIES.
Council Bill 2333 was introduced by Councilor Chadwick. The two readings of the bill
were read by title only since there were no objections from the Council. On roll call vote
for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill
2333 duly passed with the emergency clause.
HANDICAP PARKING REQUEST FOR CUPID'S COURT.
The Christian Science Society Church, located at the comer of Lincoln St and Cupid's
Court, requested that a handicap parking space be provided along Cupid's Court to
provide easier access for their handicap members to access their Church.
FIGLEY/SIFUENTEZ ... approve the installation of one handicap parking space on the
west side of Cupids Court at the south end near the stop sign to allow more convenient
access to the adjoining church. The motion passed unanimously.
ACCEPTANCE OF RIGHT-OF-WAY: HARVARD DRIVE.
Staff recommended the acceptance of right-of-way from Capital Development in
conjunction with Montebello Subdivision Phase 1 improvements.
FIGLEY/MC CALLUM... accept the right-of-way being conveyed by Capital
Development Company as described on Attachment "A" of the staff memo. The motion
passed unanimously.
ACCEPTANCE OF UTILITY EASEMENTS - MONTEBELLO SUBDIVISION.
Staff recommended the acceptance of utility easements in conjunction with the
Montebello Subdivision Phase 1 improvements.
FIGLEY/SIFUENTEZ ... accept the utility easements executed by Capital Development
Company as described on Attachment "Al ", "A2", "A3", and "A4" of the staff memo.
The motion passed unanimously.
1200 LIQUOR LICENSE APPLICATION: CHANGE IN OWNERSHIP AND
BUSINESS NAME (980 N. Pacific Highway).
Chief Null recommended the approval of a liquor license submitted by Jack and Donna
Babbitt for the Ranch Restaurant and Lounge (formerly known as The Pier Restaurant
and Lounge).
FIGLEY/SIFUENTEZ ... approve a Full On-Premise Sales liquor license for the Ranch
Restaurant and Lounge.
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Councilor Mc Callum questioned if the applicant can, after OLCC has granted license
approval, change conditions, such as live music, without going through the licensing
processing again.
Chief Null stated that the owners could add live music at this particular establishment
without coming back to the Council for approval.
The motion passed 4-1 with Councilor Nichols voting nay.
1284
SOUND AMPLIFICATION PERMIT: FLOR Y CANTO.
FIGLEY/NICHOLS... approve a sound amplification permit for Flor Y Canto for
Saturday, July 14, 2001, from 2:00 pm to 10:00 pm at Library Park. The motion passed
unanimously.
1315 SOUND AMPLIFICATION PERMIT: CENTRO CRISTIANO CHURCH.
1349
FIGLEY/NICHOLS ... approve a sound amplification permit for Centro Cristiano for
Sunday, July 15, 2001, from 5:00 pm to 8:30 pm at 257 W. Lincoln Street. The motion
passed unanimously.
EXECUTIVE EMPLOYEE PERFORMANCE EVALUATION.
Administrator Brown stated that last year there was some concern regarding a potential
built-in base with respect to salary increases for satisfactory performance and, for better
than satisfactory performance, it was a negotiable amount. In addressing this concern, the
form has been revised so that, regardless of satisfactory or better than satisfactory
performance, the salary increase would be negotiable between the employee and the
Council.
Mayor Jennings questioned if a time needs to be set for receiving public input on the form
or if this is the time in which public input needs to be taken by the Council.
Attorney Shields stated that changes in the process and/or the form involve public input
which is why it is on this agenda. Under the statute, this input is only required for the
City Administrator's position, however, he has felt that his position should also have the
same amount of input from the public on the process. There is no specific notice process
in the statute and, even though there is a minor change in the form, it does require the
Council to take input from the public. The evaluation of the City Administrator will not
be done until September which gives the public some additional time to comment on the
process and/or evaluation form.
No one in the audience provided input on the evaluation form or process.
NICHOLS/FIGLEY .... accept the modification to the performance evaluation form for
the City Administrator and City Attorney.
Councilor Figley stated that the change being made is taking care of her only concern
with this rating instrument.
The motion passed unanimously.
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BID AWARD: AQUATIC TOXICITY TESTING.
Bids for aquatic toxicity testing for the wastewater treatment plant outfall were received
from the following companies: Coffey Laboratories, Inc., $11,420.00; and CH2M Hill
Applied Sciences Group, $12,400.00.
FIGLEY/SIFUENTEZ ... award the contract for 2001-2002 aquatic toxicity testing to
Coffey Laboratories, Inc., for $11,420.00. The motion passed unanimously.
CITY ADMINISTRATOR'S REPORT.
The City Administrator stated that the City has received a number of inquiries regarding
the number of lots that have high grass. Some of the lots are unoccupied while others
have homes on the lots. He reminded the property owners that lawns and lots need to be
mowed for fire safety purposes. Additionally, the City does enforce the ordinance on this
issue and he encouraged property owners to take care of the matter voluntarily rather than
being submitted to a code enforcement procedure.
Mayor Jennings stated that the City needs to take care of their own fight-of-way behind
Columbia since the grass is now in excess of 2 feet tall.
MAYOR AND COUNCIL REPORTS.
Councilor Nichols stated that, during his vacation, he was in Indianapolis and viewed
their Urban Renewal project which involved a canal which runs through their community
and has large sidewalk areas on both sides along with fountains, waterfalls, and bridges
crossing the canal. This had originally been a mn-down area of the City but the Urban
Renewal project has changed the area completely around and made it a beautiful place for
residents and tourists. He expressed his opinion that an Urban Renewal project in our
area will, not only bring in business, but enhance community livability.
Councilor Figley thanked everyone involved in making the 4th of July celebration a
success. She gave particular thanks to City employee Kezia Merwin and her husband,
Greg, for the amount of time they spent in organizing and various other tasks; and to City
employee Vee Ott and her husband, Dave, for putting together volunteers, working on thc
food concessions, and other tasks that make the festival go fairly smoothly. She stated
that the fireworks display was excellent and she had many positive comments from
viewers that were from outside of the Woodbum area on the fireworks display.
Councilor Nichols also stated that he observed community spirit from attendees when
they left the parking lot after the fireworks display in that they were very courteous in
allowing motorists to get onto the roadway.
Councilor Mc Callum stated that he had participated in the Chuckwagon Breakfast in
addition to the attending the fireworks display and he thanked all those who volunteered
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their time for these activities. He agreed that the fireworks display was excellent and this
event drew many people into Woodburn.
He also commented on the newspaper article regarding the conference to be held at
MacLaren in September. He congratulated MacLaren for undertaking the conference
which will be bringing professionals into our community and conference attendees, in
turn, will go back to their communities and share what they have seen and experienced
within our City.
Councilor Sifuentez reminded the public that she is always trying to sell Woodburn and
MacLaren and, since she is helping to organize the conference, she would like to work
with local businesses who have an interest in displaying their products to conference
attendees.
Mayor Jennings publicly thanked the Police Department for their presence in the area
during the 4th of July Celebration. The officers did a good job in promoting community
policing throughout the day. He thanked Christina Jones for singing the National Anthem
at the event, and he thanked Co-chair Larry Grosjacques who has worked with Vee Ott on
this program over the last couple of years. He reiterated comments made by the
Councilors that the fireworks display was excellent.
Mayor Jennings also questioned when the Montebello developers would be installing
sidewalks and erecting the wall as required as part of their development since homes are
now being erected in the subdivision.
Community Development Director Mulder stated that a permit has been issued and
construction should soon begin on the wall.
Public Works Director Tiwari stated that the engineering staff and developer have a
difference of opinion regarding the slope near the approaches. The 7 foot sidewalk will
be built but it may take an additional 6 weeks before the sidewalk will be completed.
Since the right-of-way has changed, property owners will receive a door-hanger notice to
inform them to let them know where the right-of-way is located at.
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ADJOURNMENT.
FIGLEY/NICHOLS... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at approximately 7:45 p.m..
APPROVED
ATTEST
Mary Tennant, Recorder
City of Woodburn, Oregon
Page 7 - Council Meeting Minutes, July 9, 2001
RICHARD JENNINGS, MAYOR
8B
URBAN RENEWAL AGENCY MINUTES
JULY 9, 2001
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0000 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN,
COUNTY OF MARION, STATE OF OREGON, JULY 9, 2001.
CONVENED. The Urban Renewal Agency meeting convened at 6:45 p.m. with Mayor
Jennings presiding.
0000 ROLL CALL.
Mayor Jennings Present
Councilor Bjelland Absent
Councilor Chadwick Present
Councilor Figley Present
Councilor Mc Callum Present
Councilor Nichols Absent
Councilor Sifuentez Present
Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director
Tiwari, Community Development Director Mulder, Public Works Manager Rohman
0020
Administrator Brown provided a status report on the Urban Renewal plan and a report
on the plan which were prepared by the consultant, Urban Renewal Planning Committee,
and staff. Administrator Brown indicated that the Agency was not being asked to receive,
comment, or act on the plan or the report on the plan, but only to refer the documents
to the Planning Commission and affected taxing districts. He stated that there will be a
public meeting on Thursday, July 12~, before the Planning Commission to review the
plan and referring their comments back to the City Council. Following receipt of their
comments, the City Council will hold an Urban Renewal Agency meeting and, during the
regular Council meeting, hold a public hearing on the plan at which time comments from
the Commission and affected taxing bodies will be submitted into the record.
Councilor Figley stated for the record that she is a property owner in the affected district,
however, she is taking part in making this motion because the issue is referral only.
FIGLEY/SIFUENTEZ... refer the Woodburn Urban Renewal Plan and report to the
Planning Commission for comment and its recommendation to the Woodburn City
Council; and forward the Plan and Report to the governing bodies of each district affected
by the Plan. The motion passed unanimously.
Page 1 - Urban Renewal Agency Minutes, July 9, 2001
URBAN RENEWAL AGENCY MINUTES
JULY 9, 2001
TAPE
READING
0107 ADJOURNMENT.
The meeting adjourned at approximately 6:55 p.m..
APPROVED
RICHARD JENNINGS, MAYOR
ATTEST
Mary Tennant, Recorder
City of Woodbum, Oregon
Page 2 - Urban Renewal Agency Minutes, July 9, 2001
, ,
COPY
July 19, 2001
Walter Blomberg
Executive Director of Personnel and Administrative Services
Woodburn School District
965 N. Boones Ferry Road
Woodburn, Oregon 97071
Re: State Highway 214 Sidewalk - Status
Dear Mr. Blomberg:
ODOT has awarded a grant for construction of sidewalk in the Highway 214 corridor to the
City of Woodbum. The amount of the grant is $200,000. The project for which application
was made incorporates, as Phase 1, new sidewalk on the south side of the highway,
connecting the Nuevo Amanacer apartments with Park Street, and sidewalk on the north side
from near Meridian Drive, east to near Front Street. An early preliminary cost estimate
indicated the probable cost of this phase of the project was $414,000. in the Application, it
was suggested that the City and the School District would undertake equal shares of the
unfunded balance, or $107,000 each. (Construction of Phase 2, on the north side of the
highway, east of Front Street~, is expected to cost $200,000. Funding for Phase 2 has not
been established at the present time.)
It is my understanding that Jack Reeves, School Superintendent, and Frank T'n~ari,
Woodbum Public Works Director have previously discussed the project and the concept of
cost-sharing. The $107,000 was agreed to be a good estimate for both agencies to use in
preparation of budgets. It was also agreed that the principle of equally sharing the cost would
be followed, in the event that actual costs varied from this estimate.
The scope of the project has not yet been accurately determined. The first scoping meeting
was held at ODOT on June 27, 2001. Several issues having cost consequences remain to be
settled. For example, ODOT believes 8-inch concrete curbs are needed for the full length.
Curbs were not considered in the original project. A pedestrian bridge across Mill Creek now
appears necessary, according to ODOT. (It now appears that actual costs may deviate from
the preliminary estimate.) Alignment, or location criteria of ODOT may "push" the project into
environmentally sensitive areas, ultimately requiring design approvals by State Department of
Lands and the Army Corps of Engineers. Several months could be added to project
development time, if this proves to be the case.
Mr. Walter Blomberg
July 6, 2001
Page 2
$C
Schedule for the sidewalk project may be affected by other activities. The City has moved to
install a sanitaq/sewer line in the south side of the highway. It was only recently understood
that a deficiency in hydraulic capacity would occur in an existing line in this location. ^ new
parallel line is intended to solve this problem. Knowing that the sewer installation would
interfere with the sidewalk, the City elected to advance the sewer project towards the earliest
possible completion. That project will begin later this month, and will be completed later in
September.
Until the scope can be better defined, we would ask for the indulgence of the School Board,
with respect to project costs. The City has no interest in enlarging the scope beyond that
indicated in our grant application. In actual truth, the cost of the project will not be known until
plans are approved and bids are let. We will keep you fully informed of developments that
may occur in relation to this project, i also pledge that I will engage you in design- and
construction-related decisions that may affect your students or your operation. Please call me
anytime if you want to discuss issues relating to the sewer or sidewalk projects with me.
Sincerely,
CITY OF WOODBURN
Assistant City Engineer
David. N. Torgeson, P.E.
CC: John Brown
Frank Tiwafi
A/P CHECK LISTING FOR THE MONTH OF JUNE 2001
CHECK
NO
55471
55472
55473
55474
55475
55476
55477
55478
55479
55480
55481
55482
55483
55484
55485
55486
55487
55488
55489
554.90
55491
55492
55493
55494
55495
55496
55497
55498
55499
55500
55501
55502
555O3
55504
55505
555O6
555O7
55508
555O9
5551O
55511
55512
55513
55514-
55515
55516
55517
55518
POSTAGE MTR-VARIOUS
SUPPLIES-VARIOUS
SUPPLI ES-VARIOUS
SERVICES-WATER
VOID
VOID
VOID
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES.PARKS
SERVICES.PARKS
SERVICES-PARKS
SERViCES.PARKS
SU PPLI ES- PARKS
SERVICES.WWTP
REFUND-WTR/SWR
SUPPLIES.WATER
SERVICES-POLICE
SERVICES-POLICE
REFUND-PARKS
SERVICES-WATER
SERVICES-ENG
SERVlCES-WWTP
SUPPLIES-ENG
SERVICES-POLICE --*-
SUPPLIES.WWTP
SERVICES-STREET
SERVICES-VARIOUS
SERVICES-TRANS
SERVICES-PARKS
SUPPLIES~PUB WKS
SERVICES-POLICE
SUPPLIES-PARKS
SUPPLIES-PARKS
SUPPLIES-POLICE
SUPPLI ES-WATER
SERVICES-FINAl-iCE
SERVICES-WWTP
SERVICES. PARKS
SERVICES.WWTP
RETAINAGE.WWTP
SERVICES.WWTP
SERVICES.WWTP
SERVICES-ENG
VENDOR NAME
US POSTAL SERVICE
US POSTAL SERVICE
US POSTAL SERVICE
VALLEY MAILING SERV
VOID
VOID
VOID
PATRICK MAY
ADAM MAY
BRIAN MAY
~TACEY MAY
KENNY KUZNETSOV
NICOLAS MAY
JASON CHRISTENSEN
JP BUSTAMANTE
ALIClA QUI NTERO
JAMES MILLER
OR CITIES SPORTING GOO
LINKO DATA SYSTEMS
WADE MOSELY
OR ASSOC OF WTR UTIL
BEST WESTERN
N.A.S.R.O.
CYNTHIA SCHRANTZ
SUNRISE WTR AUTHORITY
AEROTEK
AFFORDABLE CLEAN
ALL IN ONE SUPPLY
ALPHA PEST CONTROL
A-1 COUPLING
ARAMARK UNIFORM
ARCH WIRELESS
ARTISTIC SIGNS
METROCALL
AWWA
BM CLEANING SERV
BASHORS TEAM ATH
BI MART CORP
BLUMENTHAL UNIFORMS
BROOKS PRODUCTS
CANBY TELEPHONE
CARLSON TESTING
C.G. CONSTRUCTION
CHERRY CITY ELECTRIC
CITY OF WOODBURN
CORP INC
CR WOODS TRUCKING
CRANE & MERSETH
VENDOR
NO
020089
020090
020090
021044
VOID
VOID
VOID
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
000083
000128
000167
0OO4O9
000534
OOO535
O0O540
O0O655
OOO665
001030
001156
001275
001310
001561
002062
002140
002380
002424.
002525
002879
OO2889
0O2896
DATE
6/1/01
6/1/01
6/4/01
6/7/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
AMOUNT
$1,400.00
$136.00
$684.00
$0.00
$o.oo
$0.00
$65.00
$45.00
$40.00
$120.00
$125.00
$135.00
$70.O0
$120.00
$90.00
$35.9O
$1,995.00
$27.65
$15.00
$38o.55
~25.oo
$85.00
$520.00
$170.00
$12o.oo
$477.14
$34~.00
$693.99
$47.33
$234.84
$486.50
$14.03
$46.7s
$200.00
$337.32
$1 ! 5.83
$195.88
$1,126.46
$39.9O
$596.50
$4,989.00
f~95.7!
$6,620.46
$12,788.40
$11,396.50
$6,754.60
Page 1
A/P CHECK LISTING FOR THE MONTH OF JUNE 2001
,SD
5551.9
55520
55521
55522
55523
55524
55525
55526
55527
55528
55529
55530
55531
55532
55533
55534
55535
55536
55537
55538
55539
5554O
55541
55542
5554.3
55544
55545
5554.6
55547
55548
5554.9
55550
55551
55552
55553
55554
55555
55556
55557
55558
55559
55560
55561
55562
55563
55564
55565
55566
55567
55568
SUPPLIES-POLICE
SUPPLIES-POLICE
SERVICES-WWTP/ST
SERVICES-FINANCE
SERVICES-FINANCE
SERVICES-POLICE
SUPPLIES-STREET
SERVICES-PARKS
SERVICES-VARIOUS
SERVICES-ENG
SUPPLIES-WWTP
S U PPLI ES- PARKS
SERVICES.WVCrP
SU PPLI ES- PARKS
SUPPLIES.POLICE
SERVICES.WWTP
REIMBURSE-FINANCE
SUPPLIES-WWTP
SUPPLIES.WWTP
SERViCES-WWTP
SERVICES.WWTP
SEEVICES.WWTP
SUPPLIES-POLICE
SUPPLIES-WWTP
SUPPLIES.ADMIN
SERVICES. POLICE
SUPPLIES. LIBRARY
SUPPLIES.VARIOUS
SUPPLIES-C STORES
SERVICES-PARKS
SERVICES-ADMIN J
SERVICES.VARIOUS
SERVlCES. ENG
SUPPLIES. POLICE
SERVICES-WWTP
SERVICES-COURT
SERVICES.VARIOUS
SERVICES-MUSEUM
SERVICES.VARIOUS
SUPPLIES.STREET
SERVICES-VARIOUS
SUPPLIES.POLICE
SUPPL1ES.WWTP
SUPPLI ES-POLICE
SUPPLIES-PARKS
SERVICES. PARKS
SUPPLIES. PARKS
REI MBURSE-WATER
SERVICES-PUB WKS
SUPPLIES.VARIOUS
CYCLE COUNTRY
DEPENDABLE PRINTER
DEPT OF ENV QUALITY
DIRECT LINK
DP NORTHWEST
D.P.S.S.T
DUKES SALES
ENGELMAN ELECTRIC
ESCHELON TELECOM
FALCON ASSOCIATES
FISHER IMPLEMENT
FISHERS PUMP
JAMES W FOWLER CO
FRYS ELECTRONICS
GALLS INC
GE CAPITAL
BEN GILLESPIE
WW GRAINGER
HACH CHEMICAL
HI RE CALLING
IND AVAITION
IKON OFFICE
KAPAK CO RP
LAB SAFETY SUPPLY
LAZERQUICK
MARION CTY TREASURY
MARSHALL CAVENDISH
METROFUELING
NEOPOST
NEXTEL COMM
NICOLI ENGINEER
NW NATURAL
ONSITE ENVIRON
OR DMV
OR HEALTH DIV
OR STATE POLICE
OREGONIAN PUBLISH
PIONEER GLASS
PORT GENERAL ELEC
PRIER PiPE
QWEST
RADIO COMM
JACK RAWLINGS
SLATER COMM
SMITHCFI
ST VINCENT DE PAUL
STAGE III
FRANK SUTTER
3DI! LLC
US OFFICE PROD
002993
003140
003205
003240
003264
003267
003290
004190
004264
005017
005145
005147
005215
005405
006011
OO6O45
006189
006283
OO7O3O
007240
008068
008119
010025
011024
011024
012223
012235
012448
013154
013188
013192
013350
014055
014240
014311
014535
014653
015330
01 5420
015515
016202
017027
01705&
018522
018563
018720
018732
018880
019004
019100
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
$40.00
$614.00
$721.45
$315.00
$50.00
$4,907.05
$1,784.18
$90.00
$150.61
$126.43
$127,288.73
$149.95
$160.94
$382.71
$38.00
$131.58
$2,68O35
$1,083.20
$645.00
$18.52
$128.35
$262.86
$244.2o
$599.O5
$26.45
$1,691
$125.00
$643.75
$2,386.25
$2,840.15
$894.30
$9.00
$290.00
$12.oo
$576.66
$201.22
$28,458.82
$54.16
$1,737.21
$20.98
$96.4O
$82.00
$1,696.50
$671.4.3
$32.56
$21.14
$4,2oo.oo
$894.66
Page 2
A/P CHECK LISTING FOR THE MONTH OF JUNE 2001
8D
55569
55570
55571
556?2
55573
55574
555?5
55576
55577
55578
55579
5558O
55581
55667
55668
55669
55670
55671
55672
55673
55674
55675
55676
55677
55678
55679
5568O
55681
55682
55683
55684
55685
55686
55687
55688
55689
5569O
55691
55692
55693
55694
55695
55696
55697
55698
55699
55700
55701
55702
55703
SUPPLIES-POLICE
SUPPLIES-STREET
SERVICES-VARIOUS
SERVICES-PARKS
SUPPLIES-PARKS
SUPPLIES-VARIOUS
SUPPLIES-TRANSIT
SERVICES-ENG
SERVICES-NON DEPT
PETTY CASH-VARIOUS
PAYROLL-VARIOUS
SERVICES-PLANNING
SERVICES.WATER
VOID
VOID
VOID
SUPPLIES. PLANNING
SERVICES.LIBRARY
SERVICES-LIBRARY
REFUND-PARKS
SERVICES-ATTY
SERVICES-ENG
SUPPLIES-STREET
SUPPLIES-PLANNING
SUPPLIES-WATER
S U PPLI ES- PARKS
REIMBURSE-WWTP
SERVICES-WWTP
SERVICES.WATER
SUPPLIES-PARKS
SUPPLIES-LIBRARY ~
SUPPLIES-POLICE
SUPPLIES-POLICE
SUPPUES-STREET
SU PPLI ES-WATER
SERVICES-PUB WKS
SERVICES.POLICE
SUPPLI ES-WATER
SUPPLIES-POLICE
SUPPLIES. POLICE
SUPPLIES-WWTP
REIMBURSE-PARKS
REIMBURSE.PARKS
SERVICES.PUB WKS
SERVICES.COURT
SERVICES. FINANCE
SUPPLIES-LIBRARY
SERVICES-PARKS
SUPPLIES-LIBRARY
SUPPLIES.WWTP
TRAILER WORLD
UNOCAL:ERNIE GRAHAM
UNITED DISPOSAL
VERIZON WIRELESS
VIKING OFFICE
WATERSHED
WESTERN BUS SALES
WI LHELM ENGINEERING
WBN INDEPENDENT
CITY OF WOODBURN
OREGON PERS
ECONORTHWEST
VALLEY MAILING
VOID
VOID
VOID
POWELLS.COM
ANN FINCH
TOM MCLAUGHLIN
LISA LEGGETT
LORMAN EDUC SERV
AEROTEK
ALBINA FUEL
AM PLANNING ASSN
A-1 COUPLING
A-QUALITY TYPEWRITER
LARRY ARENDT
AT&T
BACKFLOW MANAGE
BASHORS
BIMART CORP
BLUMENTHAL UNIFORM
BOCHSLER HARDWARE
CANBY SAND
CESSCO INC
MARGOT COMLEY
COMPAQ FIN SERV
CONSOLIDATED SUPPLY
CRYSTAL SPRINGS
DANNER SHOE
DATA SUPPORT CO
KRISTI DAVIDSON
ROY DAVIS
DEHAAS & ASSOC
DIGITAL ARCHIVE SER
DP NORTHWEST
DOVER PUBLICATIONS
DRC ENTERPRISE
EBSCO SUBSCRIPTION
ENVIRON RESOURCES
019198
020010
020020
021123
021180
022082
022175
022322
022630
015255
014424
0O4O5O
02104.4.
VOID
VOID
VOID
NONE
NONE
NONE
NONE
NONE
000100
000270
000420
000497
OOO623
001033
001156
001275
001310
001359
002060
002330
002686
002724
002770
002919
OO3O52
003072
00307?
003108
003223
003264.
003265
003273
004207
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/8/01
6/12/01
6/la,/O1
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
$75.58
$2,479.95
$19.14
$177.77
$2,359.50
$120.93
$5O0.OO
$1,269.00
$188.11
$99.51
$7,ooo.oo
$612.4o
$o.0o
$o.oo
$125.95
$50.00
$116.62
$150.00
$259.00
$325.OO
$7,475.00
$239.9O
$34.82
$59.95
$79.70
$15.41
$1,150.0O
$208.95
$15.21
$193.00
$103.95
$118.58
$715.34
$37.50
$118.5~,
$5,032.0O
$56.OO
$103.95
$276.00
$106.26
$52.OO
$2,259.45
$783.99
$166.89
$735.00
$6,515.65
$366.9O
Page 3
A/P CHECK LISTING FOR THE MONTH OF JUNE 2001
8D
557O4
55705
55706
55707
55708
55709
55710
55711
55712
55713
55714
55715
55716
55717
55718
55719
55720
55721
55722
55723
55724
55725
55726
55727
55728
55729
55730
55731
55732
55733
55734
55735
55736
55737
55738
55739
55740
55741
55742
55743
55744
55745
55746
55747
55748
55749
5575O
55751
55752
55753
SERViCES-VARIOUS
SUPPLI ES-WATER
SUPPLIES-LIBRARY
REIMBURSE-PUB WKS
SUPPLIES-ENG
SUPPLIES-WWTP
SERVICES.WW'rP
SERVICES-WWTP
SUPPLIES-WWTP
SUPPLIES.WWTP
SERVICES. PARKS
SUPPLIES.WWTP
SERVICES.WWTP
SUPPLIES-PARKS
SERVICES-SELF INS
SERVICES-POLiCE
SERVICES-WWTP
SUPPLIES-STREET
SERVICES.WWTP
SERVICES.ENG
SU PPLI ES- PARKS
SERVICES-PARKS
SUPPLIES. PLANNING
SERVICES-ENG
SUPPLiES-VARIOUS
SUPPLIES. POLICE
SU PPLI ES- PARKS
SERVICES-STREET
SUPPLIES-VARIOUS
SERVICES-VARIOUS
SUPPLIES-MAYOY J
SUPPLI ES-PARKS
SUPPLI ES. POLICE
SERVICES-ENG
SUPPLI ES-VARIOUS
SUPPLIES-C GARAGE
SUPPLIES. PARKS
SUPPLIES-POLICE
SUPPLIES.WWTP
SERViCES-WWTP
SUPPLI ES- STREET
SERVICES-PUB WKS
SERVICES-VARIOUS
SUPPLIES.LIBRARY
SERVICES-VARIOUS
SERVICES~PARKS
SUPPLIES-VARIOUS
SUPPLIES-STREET
SUPPLIES-POLICE
PETTY CASH-VARIOUS
ESCHELON TELECOM
FAMILIAN NW
FRANKLIN COVEY
LYNN GERSTNER
GW HARDWARE
HACH CHEMICAL
HIRE CALLING
ED HOOLEY
IND WELDING
ISCO
KUNERT ELECTRIC
LAB SAFETY SUPPLY
RANDALL LANGBEHN
LITTLE CHEMICAL
MARION CTY TREASURY
MARION SALEM DATA
MOLALLA COMM
MUFFLERS HITCHES
MURRELL HICKEY
NEW HORIZIONS
NEXTEL COMM
NW RECREATION
OFFICE MAX
ONSlTE ENVIRON
OR DMV
OR FIRE EQUIPMENT
PEPSI COLA
PORT GENERAL ELEC
PUBLIC WORKS SUPPLY
QWEST
ROTHS
SEW & VAC CENTER
SHOOTERS MERCANTILE
TEK SYSTEMS
US OFFICE PROD
UNOCAL:ERNIE GRAHAM
QUALITY CONCRE'rE
VIKING OFFICE
VWR SCIENTIFIC PROD
WATERLAB
WILCO FARMERS
WOLFERS HEATING
WBN FAMILY CLiNiC
WBN HIGH SCHOOL
WBN INDEPENDENT
XEROX CORP
YES GRAPHICS
ZUMAR IND
WBN HIGH SCHOOL
CITY OF WOODBURN
OO4264
005030
005332
006140
0O6405
007030
007240
007301
008100
OO838O
010360
011024
011029
011285
012223
012228
012563
012655
012699
013165
013188
013310
014031
014055
014240
014304
015225
015420
015648
016202
017340
018405
018453
O19O46
019100
020010
021140
021180
021300
022065
022292
022460
O22587
022615
022630
023020
024025
025045
022615
015255
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/I5/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
6/15/01
$780.00
$1,660.55
$73.28
$33.79
$28.19
$249.85
$4 3.28
$350.00
$31.50
$197.50
$23,292.32
$65.14
$174.00
$962.00
$160.00
$12.20
$49.90
$90.00
$320.00
$1,788.00
$334.64
$815.00
$450.97
$746.73
$51.50
$72.47
$421.15
$9,951.81
$446.00
$1,5O3.55
$44.91
$131.70
$965.00
$920.00
$1,264.49
$1,287.16
$912.82
$2,089.56
$65.00
$510.76
$42.42
$878.00
$57.00
$221.50
$98.00
$1,531.00
$852.50
$30.00
$130.67
Page 4
A/P CHECK LISTING FOR THE MONTH OF JUNE 2001
8D
55754
55755
55756
55757
55758
55759
55760
55761
55762
55763
55764
55765
55766
55767
55768
55769
55770
55771
55772
55773
55774
55775
55776
55777
55778
55779
55780
55781
55782
55783
55784
55785
55786
55787
55788
55789
55790
55791
55792
55793
55794
55795
55796
55797
55798
55799
558OO
558O1
558O2
558O3
SERVICES-FINANCE
POSTAGE MTR-VARIOUS
SUPPLIES.PARKS
SERVICES-WATER
PETTY CASH-VARIOUS
VOID
VOID
VOID
VOID
VOID
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
REFUND-PARKS
REFUND-WTR/SWR
REFUND-WTR/SWR
REFUND-WTR/SWR
REFUND-WTR/SWR
REFUND-WTR/SWR
REFUND.W'rR/SWR
REFUND.WTR/SWR
REFUND-WTR/SWR
REFUND.WTR/SWR -~
REFUND.WTR/SWR
REFUND.WTR/SWR
REFUNI~PARKS
REFUND-PARKS
REFUND-PARKS
REFUND-PARKS
REFUND-PARKS
REFUND-PARKS
SERVICES-ATI~
SERVICES-TRANSIT
SUPPLIES-FINANCE
SUPPLIES-C STORES
REIMBURSE-POLICE
SERVICES-WATER
SERVICES-COURT
SU PPLIES-WATER
SERVICES-VARIOUS
SERVICES-POLICE
SUPPLIES-RSVP
POLAR SYSTEMS
US POSTAL SERVICES
SALEM VOLCANOES
VALLEY MAILING
CITY OF WOODBURN
VOID
VOID
VOID
VOID
VOID
ADAM MAY
ROB ARNDT
NICHOLAS MAY
KENNY KUZNETSOV
STACEY MAY
ALICIA QUINTERO
JB BUSTAMENTE
JAMES MILLER
JASON CHRISTENSEN
BRIAN MAY
PATRICK MAY
THERESA ELLIS
GRIGORY SAVERCHENKO
THE LUCKY CO
JOHN KUYKENDALL
OLGA MASENKO
GREG FERRERA
SANDSTRUM HOMES
PETER LAEIONOV
OLGA MASENKO
CENTEX HOMES
GRIGORY SAVERCHENKO
GRIGORY SAVERCHENKO
KATHLEEN HASELI~ACHER
CAM P DAVl DSON
CHRIS BREASHEARS
SEAN KARP
MARK REILING
DAVID WiMMER
BEST WESTERN
CATTS TESTING
THE LEARNING CO
ADVANCED LASER
JASON ALEXANDER
AMTEST OREGON
A-QUALITY TYPEWRITER
ARAMARK UNIFORM
ARAMARK UNIFORM
LANGUAGE LINE SERV
BAUMAN FARMS
015370
020089
NONE
021044
015255
VOID
VOID
VOID
VOID
VOID
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
000120
000533
000534
000659
001162
6/20/01
6/20/01
6/21/01
6/21/01
6/21/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
$200.00
$305.15
$513.2o
$158.49
$o.oo
$o.oo
$o.oo
$o.oo
$o.oo
$1oo.oo
$25.00
$50.0O
$75.00
$50.0O
$75.0O
$45.00
$50.00
$25.00
$75.00
$25.00
$7.45
$15.17
$31.83
$12.15
$28.99
$10.66
$32.00
$27.65
$7.45
$7.45
$1o.oo
$315.oo
$25.00
$25.0o
$25.00
$25.00
$111.28
$70.00
$21.95
$531.65
$139.97
$313.50
$140.00
$488.52
$202.55
$625.16
$72.50
Page 5
, 8D
A/P CHECK LISTING FOR THE MONTH OF JUNE 2001
558O4
55805
55806
558O7
55808
55809
55810
55811
55812
55813
55814
55815
55816
55817
55818
55819
55820
55821
55822
55823
55824
55825
55826
55827
55828
55829
5583O
55831
55832
55833
55834
55835
55836
55837
55838
55839
5584O
55841
55842
55843
55844
55845
55846
55847
55848
55849
55850
55851
55852
55853
SUPPLIES.STREET
SUPPLIES-TRANSIT
SERVICES.FINANCE
SERVICES.ENG
SUPPLIES-ENG
SU PPLI ES. PARKS
SUPPLIES-WATER
SERVICES-WWTP
SERVICES.VARIOUS
SERVICES-FINANCE
SERVICES-WATER
SERVICES-PLANNING
SERVICES-POLICE
SERVICES-WWTP
SERVICES-STREET
SUPPLIES-STREET
REIMBURSE-POLICE
SU PPLI ES-VARIO US
SUPPLIES-POLICE
SUPPLIES-LIBRARY
SERVICES-LIBRARY
SUPPLIES-PUB WKS
SUPPLIES-PUB WKS
SERVICES-VARIOUS
SUPPLIES-STREET
SUPPLIES-STREET
REIMBURSE-POLICE
SERVICES-POLICE
SERVICES-WATER
SUPPLI ES-WATER
SERVICES-POLICE J
SERVICES-ENG
SUPPLt ES-VARIO US
SUPPLIES-PARKS
SUPPLI ES-LIBRARY
SUPPLI ES-WATER
SUPPLIES. STREET
SERVICES-POLICE
SERVICES-POLICE
SUPPLIES-PUB WKS
SERVICES-WWTP
SERVlCES-ENG
SUPPLIES-FINANCE
SUPPLIES-WTR
SUPPLIES-ENG
SERVICES-ENG
SUPPLIES-POLICE
SERVICES-ATTY
SERVICES-WATER
SUPPLI ES-ATTY
BEN-KO-MATIC
BIMART CORP
CASCADE COMPUTER
CH2M-HILL
COASTAL FARM
COASTWIDE LAB
CONSOLIDATED SUPPLY
CORP INC
CRANE & MERSETH
DALLY JOURNAL
DEQ
ECONORTHWEST
EL HISPANIC NEWS
ENGELMAN ELECTRIC
EVER-GREEN TREE
FLINT TRADING
PAUL FOSTER
FRYS ELECTRONICS
GALLS INC
GATEWAY
GE CAPITAL
HOME DEPOT
INDUSTRIAL MACHINING
lOS CAPITAL
INLAND FOUNDRY
INSERTA FITTINGS
SANTIAGO KENT
LAZERQUICK
LINDS MARKET
LITTLE CHEMICAL
MARION CTY TREASURY
MARION SALEM DATA CTR
METROFUELING
MIKE HERBERGER
MUSIC FOR A SONG
NES TRENCH SHORING
NEWMAN TRAFFIC SIGNS
NEXTEL COMM
NORCOM
NORLIFT OF OREGON
NORTH CREEK ANAL
NW GEOTECH
NORVAC ELECTRONICS
NURNBERG SCl ENTI FIC
OFFICE MAX
ONSITE ENVIRON
OR DMV
OR DIST ATTYS ASSOC
OR HEALTH DIV
OR STATE BAR
001200
001275
002220
002477
002625
002626
002770
002879
002896
OO3O20
003205
004050
004119
004190
004430
005178
005252
O05405
006011
006O26
006079
007280
008O8O
008118
008130
008135
01OO58
011177
011240
011285
012223
012228
012448
012482
012701
013157
013170
013188
013198
013200
013216
013287
013373
013435
014031
014055
014240
014268
014311
014500
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
$1,610.OO
$49.98
$224.00
$189.99
$1,117.14
$1,105.00
$54,881.50
$11,669.10
$68.25
$60.00
$12,000.00
$144.96
$30.00
$3,250.O0
$3,489.96
$4o,oo
$1,703.97
$3,732.00
$169.62
$258.O2
$6o,oo
$1,455.99
$813.00
$599.83
$23.43
$277.2o
$30.oo
$239.9o
$7,028.75
$791.88
$1,951.64
$1,602.50
$1,594.09
$266.OO
$512.51
$21,463.75
$2,837.2o
$195.00
$615.00
$125.00
$45.65
$179.99
$426.7O
$9.0O
$185.00
$110.00
$125.00
Pase 6
AJP CHECK LISTING FOR THE MONTH OF JUNE 2001
55854
55855
55856
55857
55858
55859
55860
55861
55862
55863
55864
55865
55866
55867
55868
55869
55870
55871
55872
55873
55874
55875
55876
55877
55878
55879
55880
55881
55882
55883
5,5884
55885
55886
55887
55888
55889
55890
55891
55892
55893
55894
55895
55896
55897
55898
55899
55900
55901
55902
55903
SERVICES-COURT
SUPPLI ES.WATER
SERVICES-POLICE
SERVICES-PUB WKS
SUPPLIES-PARKS
SERVICES-WWTP
SERVICES-WATER
SUPPLI ES.VARIOUS
SERVICES-POLICE
SUPPLIES-RSVP
SUPPLIES-RSVP
SUPPLIES-PUB WKS
SERVICES-PARKS
SUPPLI ES-POLICE
SUPPLIES.STREET
SERVICES-PARKS
SERVICES-ENG
SUPPLIES-VARIOUS
SERViCES.TRANS
SUPPLI ES.VARIOUS
SUPPLIES-STREET
SUPPLIES-PARKS
SUPPLIES-STREET
SUPPLIES-ATTY
SUPPLIES-VARIOUS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-PARKS
SERVICES-WATER
PETTY CASH.VARIOLF3
VOID
VOID
VOID
SERVICES-PARKS
SU PPLI ES- PARKS
REFUND-WTR/SWR
REFUND-WTR/SWR
REFUND-WTR/SWR
SUPPUES-UBRARY
REFUND-POLICE
SERVICES. LIBRARY
SUPPLIES.LI1BRARY
SERVICES-LIBRARY
SERVICES-VARIOUS
SERVICES. PARKS
SERVICES-PARKS
SERVICES-ENG
SUPPLIES-WWTP
SUPPLIES-LIBRARY
OR 8'rATE POLICE
US FILTER
LAWRENCE PARADIS
PARKER NW PAVING
PAULS SMALL MTR
PORT GENERAL ELECTRIC
PROTECTION ONE
PUBLIC WKS SUPPLY
RINGEYS RADAR
RIVER VALLEY GARDEN
ROTHS IGA
SHAW WEST
SONITROL
S.O.S. LOCK SERV
STORIE & ASSOC
TBE GROUP INC
TEK SYSTEMS
US OFFICE PROD
T1MS DIESEL TRUCK
UNOCAL:ERNIE GRAHAM
UNITED PIPE
VIKING OFFICE PROD
WALLING SAND
WEST GROUP
YES GRAPHICS
SKATE PALACE
M&M'S GOLF GARDEN
LIVELY SWIM CTR
OREGON ZOO
VALLEY MAILING
CITY OF WOODBURN
VOID
VOID
VOID
EL LATINO DE HOY
THOUSAND MILE
ASSOCIATES HOUSING
THE LUCKEY CO
BILL HAMMACK
MIMBRES FEVER PROD
SERAPIO AVENDANO
STEVE KRUPICKA
NATALIA GOLDASHKIN
PORTALS
A&A PEST CONTROL
ABBYS PIZZA
ACE SEPTIC
AEROTEK
AMERICAN SCIENTIFIC
AMERICANA PUBLISH
014.535
015065
015115
015150
015175
015422
015566
015648
017210
017250
017340
018427
018605
018608
018797
019036
019O46
019100
019167
020010
020030
021180
022029
022160
024O25
NONE
NONE
NONE
NONE
021044
015255
VOID
VOID
VOID
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
000011
O00O27
000031
000320
000370
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22201
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/22/01
6/28/01
6/28/01
6/28/01
6/28/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
$4,888.00
.$40.00
$76,019.03
$2,547.90
$71.75
$63.oo
$311.65
$127.65
$75.00
$s6.o3
$50.00
$3.25
$320.00
$1,787.88
$736.00
$883.14
$601.86
$1,037.93
$136.44
$1,476.83
$157.00
$150.00
$58.25
$252.00
$91.20
$413.6o
$131.9o
$0.00
$0.00
· $376.95
$226.61
$5.62
$23.08
$26.83
$73.00
$21.00
$260.00
$175.00
$195.00
$477.75
$61.4O
$467.74
$150.00
$2,007.00
$129.00
Page 7
A/P CHECK LISTING FOR THE MONTH OF JUNE 2001
559O4
55905
55906
559O7
55908
55909
55910
55911
55912
55913
55914
55915
55916
55917
55918
55919
55920
55921
55922
55923
55924
55925
55926
55927
55928
55929
55930
55931
55932
55933
55934
55935
55936
55937
55938
55939
55940
55941
55942
55943
55944
55945
55946
55947
55948
55949
55950
55951
55952
55953
SERVICES-VARIOUS
SERVICES-TRANS
SERVICES.POLICE
SERVICES-VARIOUS
SUPPLIES-STREET
SUPPLIES-PARKS
SUPPLIES-VARIOUS
SUPPLIES-POLICE
SUPPLIES.LIBRARY
SUPPLIES-LIBI~RY
SUPPLI ES-WATER
SERVICES-WWTP
REIMBURSE-LIBRARY
SUPPLIES-LIBRARY
SUPPLIES-PUB WKS
SUPPLiES.LIBRARY
SERVICES-POLICE
SUPPLIES-PARKS
SUPPLIES-LIBRARY
SUPPLIES-LIBRARY
SERVlCES.WWTP
SUPPLIES.VARIOUS
SERVICES-COURT
SUPPLIES-POLICE
SUPPLIES-WATER
SERVICES-ENG
SUPPLIES-PARKS
SUPPLIES-POLICE
REIMBURSE-PARKS
SUPPLIES-VARIOUS
SUPPLIES.POLICE J
SUPPLIES-LIBRARY
SUPPLIES.POLICE
SERVICES-PARKS
REIMBURSE. POLICE
REIMBURSE-PLANNING
SUPPLIES-POLICE
SUPPLIES-LIBRARY
~ERVICES- L I BRARY
SERVICES-FINANCE
SERVICES- PARKS
SUPPLIES-LIBRARY
SERVICES-WWTP
SERVICES-PARKS
SERVICES-STREET
SERVICES- STREET
SU PPLI ES- PARKS
SUPPLIES-VARIOUS
SUPPLIES-PARKS
SERVICES-PARKS
ARAMARK UNIFORM
ARTISTIC SIGNS
AUTO ADDITIONS
AT&T
BATTERIES NW
HOUSEHOLD BANK
BIMART CORP
BLUMENTHAL UNIFORM
BOOK WHOLESALERS
RR BOWKER
BRANOM INSTRUMENT
BROWN & CALDWELL
JUDY BRUNKAL
BULLDOG VIDEO
C&K PETROLEUM EQUIP
CAREER PUBLISHING
CASE AUTOMOTIVE
CASCADE COLUMBIA
CDW GOVERNMENT
CHIVERS
CH2M.HILL
COASTAL FARM
MARGOT COMLEY
COMPLETE WIRELESS
CONSOLIDATED SUPPLY
CRANE & MERSETH
CTL CORP
DANNER SHOE MFG
KRISTI DAVIDSON
DAVISON AUTO PTS
DAVISON AUTO PTS
DEMCO INC
DEPENDABLE PRINTER
DESANTIS TREE CO
ALLEN DEVAULT
NANCY DEVAULT
DiP N DONUT
DONARS SPANISH BOOKS
DORTIGNACQ & ASSOC
DP NORTHWEST
DRC ENTERPRISE
EDUCATORS PROGRESS
ELECTRONICS SYS CON
ENGELMAN ELECTRIC
ENVI RO-CLEAN EQUIP
EVER-GREEN TREE
FAMILIAN NW
FARM PLAN
FARWEST EQUIPMENT
FIRST STUDENT
OOO534
000540
000558
0OO623
O01159
001199
001275
001310
O01350
001375
001410
001573
001576
001586
002007
002185
002190
002218
002320
002460
002478
002625
002686
002735
002770
002896
002926
003072
003080
003110
003140
003212
003217
003218
003224
003250
003258
003264
003273
004130
004190
004206
005030
005062
005065
005143
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
$1,195.36
$486.5o
$241.39
$98.84
$82.90
$1,145.19
$583.99
$677.27
$7.9o
$319.93
$311.83
$10,645.10
$59.75
$153.63
$1,048.38
$970.55
$1,107.30
$387.50
$1,408.01
$198.45
$4,5OO.OO
$1,128.31
$200.O0
$917.50
$5,532.98
$9,096.40
$185.00
$207.90
$27.98
$777.36
$17.96
$126.78
$875.00
$545.00
$300.00
$22.50
$51.25
$366.00
$3,00o.oo
$1,59o.oo
$15,580.00
$83.8O
$192.00
$1,108.53
$824.54
$13oo.00
$4,783.88
$449.56
$55.o7
$243.96
Page 8
A/P CHECK LISTING FOR THE MONTH OF JUNE 2001
55954
55955
55956
55957
55958
55959
55960
55961
55962
55963
55964
55965
55966
55967
55968
55969
55970
55971
55972
55973
55974
55975
55976
55977
55978
55979
55980
55981
55982
55983
5598~
55985
55986
55987
55988
55989
5599O
55991
55992
55993
55994
55995
55997
55998
55999
560O0
560O2
56003
SERVICES-POLICE
SUPPLIES-STREET
SUPPLIES-ENG
SUPPLiES-LIBRARY
REIMBURSE-PARKS
REIMBURSE-POLICE
SUPPLIES- WATER
SUPPLIES-VARIOUS
SERVICES-POLICE
SUPPLiES-PARKS
SERVICES-WATER
SERVICES-WWTP
SUPPLIES-POLiCE
SUPPLIES-PARKS
SERVICES-ADMIN
SUPPLIES-VARIOUS
SUPPLIES-LIBRARY
SERVICES-PARKS
SERVICES-WATER
SUPPLI ES-LI BRARY
SU PPLI ES- PARKS
SUPPLIES-LIBRARY
SUPPLIES-LIBRARY
SUPPLIES-VARIOUS
SERVICES-PARKS
SUPPLIES-PUB WKS
SUPPLIES-PARKS
SUPPLIES-LIBRARY
REIMBURSE-MUSEUM
SUPPLIES-TRANS
SUPPLIES-VARIOUS J
S U PPLI ES- PARKS
SUPPLIES-LIBRARY
SERVICES.ENG
SERVICES.VARIOUS
SERVICES.WATER
SUPPLiES-WWTP
SERVICES-LIBRARY
SUPPLIES-WWTP
SUPPLiES.VARIOUS
SU PPLI ES-LI BRARY
SERVICES-VARIOUS
SERVIOE~-EN(~
SERVICES.STREET
SERVICES-VARIOUS
SERVICES-COURT
SERVICES-TRANS/DAR
SUPPLIES-LIBRARY
SUPPLI ES.WATER
SUPPLIES-STREET
FOTO MAGIC
DALE FRASER SALES
G.K. MACHINE
GALE GROUP
JENNIFER GOODRICK
GREG GOTTSCHALK
WW GRAINGER
GW HARDWARE
HALTER CONSTRUCTION
HALTON CO
HDR ENGINEERING
HIRE CALLING
HITMAN TRAINING
HOME DEPOT
ICMA
INDUSTRIAL WELDING
INGRAM DIST
lOS CAPITAL
IKON OFFICE
JACKSON HIRSH
ADOLPH KIEFER
KIPP BROTHERS
KRAUSE PUBLICATIONS
L&L BUILDING
LEISINGER DESIGNS
LIBERTY EQUIPMENT
LINCOLN EQUIPMENT
LIBROS SIN FRONTERAS
KEZIA MERWlN
METROFUELING
MR P'S AUTO FTS
MOORE MEDICAL CORP
MOUNTAINEERS BOOKS
MUFFLERS HITCHES
NEXTEL COMM
NORLIFT OF OREGON
NORTH CREEK ANAL
NW LIBRARY BINDERY
NOVA INSTRUMENTS
OFFICE DEPOT
OMNIGRAPHICS
ONE CALL CONCEPTS
ON~tT£ F_NVIRON
OR DEPT OF TRANS
OREGON P.E.R.S
OR S~ATE POLICE
OR TRANSIT ASSOC
OREGON WILDLIFE
US FILTER
PAULS SMALL MTR
005258
005334
OO6OO9
OO6015
006225
006236
0O6283
006405
007044
OO7O46
007112
007240
007250
007280
008023
008116
OO8118
008119
009043
O10O86
01OO90
010300
011010
011202
011223
011250
011277
012440
012448
012510
012588
012630
012655
013188
013200
013216
013293
013390
014029
014044
014054
0140~.~
014260
014424
014.535
014610
014627
015065
015175
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/2§/01
6/29/01
6/29/01
6/29/01
6129101
6/29/01
6/29/01
6/29/01
$153.94
$1,855.00
$149.00
$795.51
$77.12
$60.22
$136.82
$2,164.88
$9,828.5o
$6,46o.oo
$541.60
$38O.OO
$2,662.97
$642.30
$398.42
$3,446.22
$265.00
$1034
$67.89
$221.31
$21.6o
$22.57
$570.64
~,39o.00
$2,495.00
$144.o8
$19o.9o
$144.85
$53.95
$149.70
$162.01
$669.61
$1,576.61
$143.90
$1,457.00
$199.20
$3,060.93
$4,823.86
$177.35
$99.9o
$739.26
$267.00
$24.00
$160.00
$12.95
$5,203.57
$238.94
Page 9
A/P CHECK LISTING FOR THE MONTH OF JUNE 2001 ,. :~D
56OO4
56O05
56006
56OO7
56o08
56009
5601o
56011
56012
56013
56014
56015
56016
56017
56018
56019
56020
56021
56022
56023
56024
56025
56026
56027
56O28
56029
56030
56031
56032
56033
5603~.
56035
56036
56O37
56038
56039
56O4O
56041
56042
56044
56045
56O46
56047
56048
56O49
56050
56051
56052
56053
SUPPLIES-PARKS
SUPPLIES-PARKS
REFUND-NON DEPT
SUPPLIES-LIBRARY
SUPPLIES-PARKS
SUPPLIES-WWTP
SUPPLIES-PARKS
SERVICES-VARIOUS
SERVICES-FINANCE
SUPPLIES-LIBRARY
SUPPLIES-LIBRARY
SUPPLIES-WWTP
SUPPLIES-PARKS
SUPPLIES-LIBRARY
SUPPLIES-VARIOUS
SERViCES-POLiCE
REI MBURSE-PARKS
SERVICES-VARIOUS
SUPPLIES-PARKS
SUPPLIES-VARIOUS
SERVICES- PARKS
SUPPLiES-LIBRARY
SERVICES-PARKS
SERVICES-LIBRARY
SERVICES-PUB WKS
SERVICES- ENG
REIMBURSE-SELF INS
SUPPLIES-VARIOUS
SERVICES.VARIOUS
SUPPLIES-VARIOUS
SUPPLIES-LIBRARY f
SERVICES-FINANCE
SUPPLIES-WWTP
SUPPLIES-PARKS
SUPPLI ES-WATER
SUPPLI ES-STREET
SUPPLIES-WATER
SUPPLI ES-PARKS
SU PPLI ES- PARKS
SERVICES-PARKS
REIMBURSE-LIBRARY
SERVICES-NON DEPT
SUPPLIES. PARKS
SERVICES-POLICE
SUPPLIES-PARKS
SUPPLIES-LIBRARY
SUPPLIES-VARIOUS
REIMBURSE-RSVP
REI MBURSE-RSVP
REI MBURSE-RSVP
JD PENCE AQUATIC
PEPSI COLA
PERKINS COLE LLP
POOL & CREW
PORTLAND BOTTLING CO
PRAXAIR DIST
PROMOTIONS WEST
QWEST
QWEST
RECORDED BOOKS
REGENT BOOK
ROGERS MACHINERY
ROTHS
SCHOLASTIC INC
LES SCHWAB TI RE
SHOOTERS MERCAI~TILE
BRIAN SJOTHUN
SI ERRA SPRINGS
SILVERTON SAND
SLATER COMM
ST VINCENT DE PAUL
S'rA'rESMAN JOURNAL
SUPERIOR LANDSCAPE
3M
3DI LLC
TEK SYSTEMS
MARY TENNANT
US OFFICE PROD
VERIZON WIRELESS
VI ESKO QUALITY
VISIONS
VP CONSULTING
VWR SCIENTIFIC PROD
WALLACE VIDEO
WALLING SAND
WEAR GUARD
WESTERN POWER
WILL RED CROSS
WITHERS LUMBER
WOLFERS
NICOLETTE WONACOTT
CHAMBER OF COMMERCE
WBN FERTILIZER
WBN FLORIST
WBN SCHOOL DIST
WORLD BOOK SCHOOL
YES GRAPHICS
DOROTHY COOMBS
BILL FAULHABER
VADA OWENS
015223
015225
015240
015371
015415
015480
015563
016201
016202
017102
017148
017297
0173~0
018295
018300
018453
O18456
O1846O
O1849O
018522
018720
018760
018830
019002
O19OO4
019046
019055
019100
021124
021140
021203
021260
021300
022027
022029
022115
022228
022328
022445
022460
022478
022510
022590
022600
022745
022810
024025
035220
035240
035590
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6129101
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
$1,262.56
$430.40
$38,368.06
$123.80
$202.80
$14.46
$186.48
$218.51
$13.47
$77.46
$269.13
$534.10
$704.17
$50.00
$407.00
$256.50
$1,684..17
$707.95
$335.71
$63.9O
$13,500.O0
$3,3O0.00
$5,484,.00
$1,840.00
$77.43
$931.71
$2,500.25
$56o.4o
$599.50
$132.22
$9,516.25
$164.90
$129.87
$384.77
$2,602.88
$270.00
$41.1o
$2,ooo.oo
$679.24
$45.00
$70.oo
$2,767.20
$4,152.10
$9.00
$35.00
$12.00
Pase 10
A/P CHECK LISTING FOR THE MONTH OF JUNE 2001
56054
56055
56056
56057
56058
56059
56O6O
56061
56062
56O63
56O64
56065
56O66
56067
56068
REIMBURSE-RSVP
REIMBURSE*RSVP
REIMBURSE-DAR
REIMBURSE-DAR
REIMBURSE-DAR
REIMBURSE-DAR
REIMBURSE-DAR
REIMBURSE-DAR
REIMBURSE-DAR
REIMBURSE-DAR
REI MBURSE-DAR
REIMBURSE-DAR
REIMBURSE. DAR
REIMBURSE-DAR
REIMBURSE*DAR
JUNE WOODCOCK
JAY WOODS
DOROTHA BORLAND
SALLY BUSE
CORNELIUS DONNELLY
LEONARD GIAUQUE
AGNES HAGENAUER
FRED HAYES
ROBERT HURST
BEULAH JORDAN
CALVIN KOLLASH
J WARD O'BRIEN
GERTRUDE REES
STEVE STURN
HAI'TI E VANDECOVERI NG
O35648
035763
045100
045110
045230
045290
0A5310
045315
045318
0&5320
045330
045497
0~5545
045585
045670
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
6/29/01
$16.00
$33.00
$112.53
$65.72
$191.89
$187.86
$35.03
$171.12
$144.15
$137.95
$119.35
$78.12
$1,~,.~
$167.40
$14.88
$851,923.31
Page 11
WOODBURN PUBLIC LIBRARY
MONTHLY REPORT FOR MAY 2001
I. CIRCULATION
Current:
11,948
Adult:
Children:
In-House Use:
9,465
2,483
Previous:
2000
1999
1998
11,797
10,931
12,902
II. INTERLIBRARY LOAN
1,827
Books Loaned: 894
CCRLS:
In-State Special:
Books Borrowed: 935
891
0
All Other In-State: 3
Out-Of-State: 0
CCRLS:
In-State Special:
III. REFERENCE
912
0
All Other In-State: 21
Out-Of-State: 2
Woodburn Referrals
Other
Total
2001 1,104 119 1,493 2,716
2000 899 45 1,009 1,953
1999 834 42 1,046 1,922
1998 906 49 874 1,829
IV. VOLUNTEER HOURS WORKED
V. LIBRARY SPONSORED PROGRAMS
VI.
143 1/4
Adults: 12
Children: 22
No. Affending: 60
No. Affending: 686
FINANCE
ILL Postals
Fines
Lost Books
Copies
Rural Fee
Donation
Collection Fee
Other
4.75
827.85
177.47
109.82
575.00
100.00
0.00
137.34
- Alan & Lori Britton-Nuttal in memory of Wes M~y
- Misc.
TOTAL
1,932.23
Monthly Statistics: May 2001 1
VII.
HOLDINGS
Audio Cassette
Audio Cassette Holiday
Book
YA-Holds Restriction
Camera
Compact Disc, Music
Compact Disc, Sp.
Cassette Player
Circ Software
Video Cassette
Video Holds
Engraver
Fast Cat - 3 Wks
Fast Cat- 7 Day
Headphones
Juvenile Grant Kit
Woodbum ILL
Woodburn ILL Out Of State
Juvenile Audio Cassette
Juvenile Book
Juvenile-Holds Restriction
Juvenile Video Cassette
Juvenile Video Holds
Juvenile Holiday Book
Juvenile Holiday
Juvenile Puppet
Juvenile Paperback
Juvenile Periodical
Juvenile Reference
Juvenile Tote Bag
Long New Book
New Book
New Periodical
Pamphlet, Map
Paperback
Periodical
Projector
Puzzles/Games
Reference
One Hr. Reserve
Circulating Software
Woodburn Stats Only
Woodburn Stats Only ILL
TOTAL
1,235
38
37,976
0
4
188
25
5
6O
859
1,250
2
7
2
6
9
5
2
303
17,602
18
666
111
499
7
0
11
453
243
68
297
303
264
19
2,855
6,846
5
0
2,467
97
1
1
1
74,810
8E
Monthly Statistics: May 2001 2
New Adds For The Month of May: 856
VIII. PATRON LOAN TYPES
Adult Resident
Adult Non-Resident
Senior Resident
Senior Non-Resident
YA Resident
YA Non-Resident
Juvenile Resident
Juvenile Non-Resident
Reference Staff
Library Staff
Outreach
Visitor
City Department
TOTAL
4,232
3,021
866
254
971
7O9
1,140
560
5
22
22
20
8
11,830
PLANNING PROJECT TRACKING SHEET. R.v~.d: 7-¶7-..0'1
Mail Notice Final PC Mail Notice
Project Date Deemed 120-Day Facilities Notice to Post Sff Rpt PC Order Final Notice to Pest Sff Rpt CC Ord. CC
Al~olicant Desc~tion Received Complete Date Planner Referrals Meetin~ fo~ PC Paper Propert)' Due Heartn~l Due Orde~ for CC Papecs Propert7 Due Hearir~ Due Adoption
Azlnex Ix~siness
~ par~ i~o the
~9-01, ~ limits 10/14/99
UG~ Waly ~ of Itte City, 06/01/99 N/A Jim cont, off
~9-~1, ZC Establish the IL calendar
~PR P~flc Safeway
at SEC 99/219 05/30/00 08/11/00 ext Jim 08/15/00 06/30/00 03/02/01 N/A 03/12/01 03/1.5/01 03/22/01 04112/01 kppea~ed 06/05/01 N/A N/A 06/18/01 06/25/01 07112/01 07/09/01
6/30/01 4/23/01
~PR Steve 2nd Phase of
D0-18. Craig Woodbum Co. 11/28/00 06/22/01 N/A 07/02/01 07/05/01 07112J01 ~ 07~6/0t
i/AR Stores 07/06/00 11/07100 N/A Naomi 11/07/00 06/07/01
~0-25 Sctto~ lot of St. Mary's 09/20/00 05/11/01 09/07/01 Scott 09/07/01 05/22/01 0~/06/01 N/A 0W18101 06/21/01 07112/01 07119/01 07/26/0_1
SPR t~ stm'age yard m~ 12/14/00 02/02/01 6/4/01 ext Scott 02/02/01 02/13/01 N/A N/A N/A
Ome~=m~ 01/05/02
She~eodoah
102,740 sf 01112/01 mcempm~ N/^ Scott
· k0¶. ZC apal~ 02/02/01 03/0~01 N/,4 NaOn~ 03/02/01 03/14/01
ot.m. ~ com~x
SUB 01-01 Plus 7 Lei ,$~lxil~m~ 03/28/01 06/21/01 10/19/01 Scott 06/21/01 07110/01
VAR 01-0~ kllettms, Kalu~n
Inc.
I. LA0t~03 ~ 2225N. Pac/racHwy. 04/19101 07/16/01 11114101 Scott 07/26/01
R~m H~er
A~O( Cly o~ 828 Prat Rd. w'~er Irx:x3~x~te
0'14~,. ZC Woodbum ,tmatmem plant 04/24/01 0~4~ Naomi
01.,03
12 Iol pa~ifloo in 05~ 1/01 ~:~o~ete SCOtt
PAR 01-0:~ T~V~lta Tukwila
LONG RANGE PROJECTS
Mall Notice Final PC Ma# Notk:e
Pn)ja<:t Date Deemed 120-Oay Facilities Notice to Post Sff Rpt PC Order Final Notice to Post Sff Rpt CC Ord. CC Ord.
A~nt [~a~ Received Complete Date Planner Referrals Meeflr~l for PC Paper ProperS/ Due Hearir~l Due Order for CC Papem Propert7 Due Headn~ Due Adoption
Revl~on ~l~lc m,aew Jim
~ Jim
I.'~.,ommunity Development~PlannlngWlisc 2001~Planning Case Log \
MEMO
To: For Council Action, through the City Admlni~qtrator°4~ ~
From: David N. Torgeson, P.E., through the Public Works Director
Subject:
School District Easement for Parallel Westerly Relieving Interceptor
Date: July 19, 2001
llA
RECOMMENDATION:
It is recommended that the City Council accept the Utility Easement requested and prepared by
city Public Works staffand granted by Woodbum School District.
BACKGROUND:
The easement was prepared by the design consultant, and was submitted to the School District for
Board action at the regular meeting of July 19, 2001. An unsigned copy of the easement is
attached. The executed, approved easement will be available following adoption by the School
District.
The easement is necessary to the construction of the Parallel Westerly Relieving Interceptor in the
vicinity of Highway 214, where the highway crosses Goose Creek. Sewer main construction
activities need to be completed prior to undertaking sidewalk project that is still in design stage.
UTILITY EASEMENT
llA
KNOW ALL MEN BY THESE PRESENTS, that Marion County School District 103-C for the
consideration of $1.00, and other valuable considerations to them paid, the receipt 'whereof hereby is
acknowledged, hereby do forever grant unto the CITY OF WOODBURN, a Municipal Corporation of Marion
County, Oregon referred to herein as the CITY, a permanent fight-of-way and easement over and along the full
width and length of the premises described as follows, to wit:
A permanent easement for underground sanitary sewer, measuring 10.00 feet wide on the southwest side and
30.00 feet wide on the northeast side of the following described utility license line, with sidelines lengthening or
shortening as necessary to intersect property/right-of-way lines and creme a continuous strip, the boundary of
which is described as follows:
Beginning at the southwest comer of the Woodburn School District property in Section 7, T5S, R1W, W. M.,
City of Woodburn, Marion County, Oregon; said point also being the southeast comer of the Northwood Plaza
Addition No. 1, a duly recorded subdivision of Marion County, Oregon; said point is on the north right-of-way
line of Oregon State Highway 214; thence N 67013'49" E, 772.08 feet along said right-of-way to a point, said
point being the tree point of beginning of the easement line; thence N 56039'34" W, 44.18 feet to an existing
sewer manhole; thence continuing N 56039'34" W, 20.00 feet to the terminus of the easement line.
In addition to the above described permanem easement, a temporary construction easement, being
20.00 feet wide adjacent to and abutting the northeast side of the above-described permanent easement area, with
sidelines lengthening or shortening as necessary to intersect property/right-of-way lines and create a continuous
strip.
With the right, privilege and authority, to said City, to construct, maintain, replace, reconstruct, remove,
and add to, a sewer pipeline or pipelines, with all appurtenances incident thereto or necessary therewith, in, under
and across the said premises, and to cut and remove from said right-of-way any trees and other obstructions which
may endanger the safety or interfere with the use of said pipelines, or appurtenances attached or connected
therewith; and the right of ingress and egress to and over said above described premises at any and all times for
the purpose of doing anything necessary or useful or convenient for the enjoyment of the easement hereby
granted.
THE CITY SHALL, upon each and every occasion that such sewer facility is constructed, maintained,
replaced, reconstructed or removed~ or added to, restore the premises of the Grantors, and any improvements
disturbed by the City, to as good condition as they were in prior to any such installation or work, but if not
practicable, then pay to Grantors reasonable compensation.
THE GRANTORS, heirs and assigns, reserve the fight to use the premises for walkways, driveways, planting,
and related purposes, and all sewer facilities shall be at a depth consistent with these purposes. EXCEPTION:
No structure shall be placed within the easement.
Marion County School District 103-C
Accepted by the Woodburn City Council
on . ,2001
Jack Reeves, Superintendent
Mary Tennant, City Recorder
City of Woodburn, Oregon
STATE OF OREGON
COUNTY OF MARION
)
)SS
)
MEMO
To: For Council Action, through the City Administrator
From: David N. Torgeson, P.E., through the Public Works Director
Subject: Contract award for Parallel Westerly Relieving Interceptor
Date: July 19, 2001
RECOMMENDATION:
It is recommended that the City Council award the comract for Parallel Westerly Relieving
Interceptor to the lowest responsible bidder, (}elco Construction, Inc. in the amount of
$285,862.75
BACKGROUND:
The contract is in conjunction with Project No.2001-049-38, Bid No. 07-16-2110. Bids were
opened publicly on July 16, 2001 at 3:00 PM. Staff received a total of four qualified bids as listed
below in ascending order:
1. Geico ConstrucXion, Salem, OR
2. Emery and Sons Construction, Stayton, OR
3. R & G Excavating, Scio, OR
4. Kerr Contractors, Tualafin, OR
$285,862.75
$321,273.00
$377~53.00
$391,671.00
Engineer's Estimate $335,884.00
llB
The project will be funded using approved, budgeted sewer funds. Staffhas contacted the
apparent low bidder. They express their interest in executing this contract, and are eager to
undertake the work.
'City of Woodburn ·
Police Department STAFF REPORT
270 Montgomery Street Woodburn OR 97071 (503) 982-2345
Date:
From:
To:
Through:
July 15, 2001
Paul Null, Chief of Polic
Mayor and City Council
John Brown, City Administrato .~
Subject:
Sound Amplification Permit - Fiesta Mexicana
llC
Ordinance 1900, 3, (5)
The use or operation of an automatic or electric piano, phonograph, loudspeaker
or sound-amplifying device so loudly as to disturb persons in the vicinity thereof
or in such manner as renders the same a public nuisance; provided however,
that upon application to the Council permits may be granted to responsible
persons or organizations to broadcast programs of music; news speeches or
general entertainment.
The Police Department has received a request for a sound amplification permit from Bob Miley,
President of the Woodbum Latin American Club. The Woodbum Latin American Club is
requesting the permit to accommodate live music at the annual Fiesta Mexicana held at Legion
Park. The Woodburn Latin American Club is requesting the permit for the following dates and
times. ~
Friday, August 3, 2001 10:00 a.m. - 11:00 p.m.
Saturday, August 4, 2001 10:00 a.m. - 11:00 p.m.
Sunday, August 5, 2001 10:00 a.m. - 10:00 p.m.
The Police Department met with the Woodburn Latin American Club and discussed ways to
accommodate the sound permit and reduce citizen complaints of loud music. The following are
actions identified and agreed upon:
The band will not be allowed into the grandstands.
The Latin American Club will be responsible for monitoring appropriate sound levels.
The volume shall be turned down at police request.
Recommendation: The City Council approve a sound amplification permit for Woodbum Latin
American Club on August 3 and 4, 2001, from 10:00 a.m. to 11:00 p.m. and on August 5, 2001,
from 10:00 a.m. to 10:00 p.m.
llC
WOODBURN LATIN AMERICAN CLUB
P.O. Box 321
Woodburn, OR 97071
July 5, 2001
The Woodburn Latin American Club would like to request an Amplified Sound
Equipment Permit. The permit is for music that will be played in Legion Park during the
Fiesta Mexicana. This year the Fiesta Mexicana will be held on August 3~d, 4th & 5th.
Most of the music will be on a stage in the picnic pavilion area. However, there will also
be music on a stage in front of the grandstand. We would like the permit for the
following day and times:
·
· Friday August 3, 2001 10 AM - 11 PM
· Saturday August 4, 2001 10 AM - 11 PM
· Sunday August 5, 2001 10 AM- 10 PM
If you need more information, please contact Margarita Garcia at 981-6248 or Bob
Miley at 503-982-2563.
Woodburn Latin American Club
'City of Woodburn
Police Dep.......art, ment ...........
270 Montflomery Street Woodburn, Ore§on
STAFF REPORT
97071 (503) 982:23~
Date: July 19, 2001
From: /v~a Marr, Administrative Secretary
Through'~___.~,~Jt. Allen DeVault, Acting Chief of Police
To:
Through:
Mayor and City Council
John Brown, City Administrato~~'~
Subject: Sound Amplification Permit, Iglesia Pentecostes
Ordinance 1900, 3, (5)
The use or operation of an automatic or electric piano, phonograph, loudspeaker or
sound-amplifying device so loudly as to disturb persons in the vicinity thereof or in
such manner as renders the same a public nuisance provided however, that upon
application to the Council permits may be granted to responsible persons or
organizations to broadcast programs of music; news; speeches or general
entertainment.
The Police Department has received a request for a sound amplification permit from Pastor
Victor Vargas of lglesia Pentecostes. lglesia Pentecostes is requesting the permit to
accommodate a singing a~d speaking program at Library Park on July 29, 2001, from
9:30am to 4:30pm. Pastor Vargas has reserved Library Park through the Parks and
Recreation Department for the date and time specified.
Recommendation: The City Council approve a sound amplification permit for Iglesia
Pentecostes at Library Park on July 29th, 2001, from 9:30am until 4:30pm.
llD
cc: file
llD
WOODBURN POLICE DEPARTMENT
270 Montgomery Street Woodburn, Oregon 97071
Phone: (503) 982-2345 FAX: (503) 982-2370
liE
Paul E. Null · Chief of Police
Scott D. Russell · Deputy Chief
Date:
To:
Thru:
From:
June 28, 2001
Mayor and City Council
Paul Null, Chief of Police
Officer Linda Hedricks ~
Re:
STAFF REPORT
National Night Out, Tuesday, August 7, 2001
On Tuesday, August 7th, neighborhoods throughout Woodburn are being invited to join forces with
thousands of communities nationwide for the "18th Annual National Night Out." National Night
Out will involve over 9,420 communities from all 50 states in the United States, U.S. territories,
Canadian cities and military bases around the world. In all, over 31.1 million people are expected
to participate in America's Night Out Against Crime and Drugs on August 7th.
National Night Out is designed to: (1) heighten crime and drug prevention awareness; (2) generate
support and participation in local anti-crime efforts; (3) strengthen neighborhood spirit and police-
community relations; (4) send a message to criminals, letting them know neighborhoods,
communities, businesses and the police are organized and fighting back.
From 7:00 to 10:00 p.m. on August 7th, residents in neighborhoods throughout Woodburn and
across the nation asked to lock their homes, turn on outside lights and spend the evening outside
with their neighbors and the police. Many Neighborhoods throughout Woodburn will be hosting a
variety of special events such as block parties, cookouts, ice cream socials, organized flashlight
walks, visits from the police and McGruff the crime fighting dog.
National Night Out Coordinator, Matt Peskin said, "National Night Out is an ideal opportunity for
citizens and law enforcement nationwide to form powerful partnerships in the fight for a safer and
more liveable America. National Night Out is a powerful reminder that the crime/drug prevention
awareness and programs must be nurtured and sustained every day of the year. On Tuesday,
August 7th, millions will join forces to Give Crime and Drugs A Going Away Party."
COUNCIL ACTION
In order to accommodate the citizens of Woodburn who wish to close their streets for block parties,
I am requesting the Mayor and Council give the Chief of Police the authority to authorize street
closures on Tuesday, August 7th, 2001 from 6:00 to 10:00 p.m.
City of Woodburn
Police Department
270 Montgomery Street
STAFF REPORT
Woodburn, Oregon 97071 (503) 982-2345
llF
Date:
From:
To:
Through:
Subject:
July 16, 2001
,'~Marr, Administrative Secretary
Mayor and Council ~
John Brown, City Administratort~-
2001 Bulletproof Vest Parmership
On June 16, 1998, the Bulletproof Vest Partnership (BVP) Grant Act of 1998 was signed
(Public Law 105-181). The purpose of the Act is to save the lives of law enforcement
officers by helping agencies equip their officers with armor vests. The program is
designed to pay up to 50% of the cost of approved vests during the grant period.
The life of a bulletproof vest is five years, which necessitates the replacement of
approximately five vests per year for our department, depending upon previous purchase
dates. During the current fiscal year the Police Department replaced seven vests. The
total cost of these vests was $4,193.00. Funding from the Bulletproof Vest Partnership
curtailed that cost from our budget to only $2,096.50. This coming fiscal year, five vests
are in need of replacement, and two additional vests will be needed for two new officers.
At the current cost of vests, the amount of funding necessary to make all required
purchases would again total $4,193.00.
The online grant applicatio~n process has been completed. Due to a increase in grant
applicants this year's allotment is not quite as much as last year. The approved grant for
City of Woodburn Police Department is $1,467.39. These grant funds, along with the
department's match of the remaining $2,725.61 will facilitate the purchase of all vests
required to protect our officers.
Attached please find the grant approval document from U. S. Department of Justice,
outlining the grant requirements.
RECOMMENDATION:
City Council approve receipt and allocation of grant funds for
purchase of bulletproof vests.
cc: grant file
I Nita Marr - BULLETPROOF VEST PARTNERSHIP GRANT PROGRAM FUNDING ANNOUNCEMi=N'T ........... ~ ] ].F
From: <vests@ojp.gov>
To: <nita.marr@ci.woodburn.or.us>
Date: 5/16/01 9:21 PM
Subject: BULLETPROOF VEST PARTNERSHIP GRANT PROGRAM FUNDING
ANNOUNCEMENT
Congratulations!
It is our pleasure to officially announce that the application for the
2001 Bulletproof Vest Partnership Grant Program from
WOODBURN CITY
has been approved in the amount of $1467.39. This amount represents the
maximum federal funds available. These funds may now be used to pay up to 50%
of the cost of approved vest purchases. Electronic requests for payments will
be processed beginning June 1st.
As vests are delivered to the jurisdiction's participating law
enforcement agencies, online receiving reports must be completed, followed by
the jurisdiction's online payment request (section 3.3 in the jurisdiction
electronic handbook). Jurisdictions are responsible for ensuring that
purchased vests are in compliance with applicable program standards, that the
invoiced prices do not include unrelated law enforcement equipment, and that
program payments do not exceed 50% of the total costs.
When the Bureau of Justice Assistance (BJA) receives the jurisdiction's
request for payment, funds are electronically transferred from the U.S. Treasury
to the jurisdiction's bank account, as specified during the online registration
process. The payment process automatically calculates and transfers half of the
total amount in each request for payment, until the jurisdiction's available
funds are depleted. Please allow up to twenty-five business days after each
request for the electronic transfer to be completed. Jurisdictions are
responsible for facilitating prompt payment to vest vendors.
We recognize that jurisdiction and law enforcement agency operational
and equipment needs are subject to change. Consequently, participating agencies
are not required to purchase the exact number, type or model of vests contained
in the approved application. Vests may be purchased at any threat level, make
or model, from any distributor or manufacturer, as long as the vests have been
tested and found to comply with applicable National Institute of Justice
ballistic or stab standards. The original application cannot be changed; any
changes in actual purchases will be reflected in the online Receipt of Vest
portion in each participant's electronic handbook.
Only law enforcement officers may receive vests through this program.
According to the Act, "law enforcement officer" means any officer, agent, or
employee of a State, unit of local government, or an Indian tribe authorized by
law or by a government agency to engage in or supervise the prevention,
detection, or investigation of any violation of criminal law, or authorized by
law to supervise sentenced criminal offenders. Eligible officers may be
full-time, part-time, paid or volunteer.
Jurisdictions may request payments from this year's application through
September 30, 2005. Payments of federal funds can be requested whenever vests
are received. Jurisdictions are not permitted to purchase vests through this
I Nita Marr - BULLETPROOF VEST PARTNERSHIP GRANT PROGRAM FUNDING, ANNOUNCEMENT ,,, ,,,,,, ,,
program if they also use money from BJA's Local Law Enforcement Block Grant
Program to purchase vests during the same fiscal year.
Procurement transactions and payments may be subject to audits by the
U.S. General Accounting Office, U.S. Department of Justice's Office of the
Inspector General, state or local government auditors, and auditors from
independent public accounting firms. Jurisdictions must follow their local
procurement policies and procedures, including maintenance of reliable and
accurate accounting systems, record keeping, and systems of internal control.
Recipients of federal funds are expected to retain documentation supporting
all program transactions for at least three years after the closure of audit
reports related to such findings. If any litigation, claim, negotiation, audit,
or other action involving records has been started before the expiration of the
three-year period, the records must be retained until completion of the action
and resolution of all related issues, or until the end of the regular three year
period, whichever is later.
This electronic message serves as BJA's primary funding notification.
No award or grant documents will be forthcoming and this program does not have
a generic grant or award number. The Catalog of Federal Domestic Assistance
(CFDA) number for this program is #16-607, the full text of which can be found
under Program Resources at the program's main web site http://vests.ojp.gov. If
you require additional information, please address your questions to the
attention of the Bulletproof Vest Program Manager, Bureau of Justice Assistance,
4th floor, 810 7th Street, N.W., Washington, D.C., 20531. If you need help
with the electronic handbooks or other technical, Internet issues, please call
the BVP technical support staff at toll-free 1-877-75VESTS (1-877-758-3787) or
at the toll number 301-595-4595. Thank you.
Again, congratulations and thank you for participating in this important
program.
Sincerely,
The Bulletproof Vest Program, BJA
· llH
MEMO
TO :
FROM :
DATE :
SUBJECT :
Mayor and Council
Mary Tennant, City Recorder ;e~~
July 18, 2001
Section 125 Cafeteria Plan - Premium Conversion, Medical Reimbursement,
and Dependent Care Reimbursement
Recommendation: Council adopt the accompanying Resolution which adopts a Premium Conversion,
Medical Reimbursement, and Dependent Care Reimbursement Benefit Plan as allowed under the Internal
Revenue Code Section 125.
Background: In 1988, the City established a Section 125 Flexible Benefits Plan which provided for
Premium Conversion of health insurance premiums, and various cancer and disability insurance
premiums voluntarily purchased by our employees. With the changes in the insurance products over the
years, it became apparent that the City needed to update our Section 125 plan to allow employees to take
advantage of "pre-tax" insurance programs that would benefit our employees and their families.
Discussion: The City contracts with the League of Oregon Cities Employee Benefits Services Trust
(EBS) for all health insurance coverage. They have an established Health Expense Layaway Plan
(H.E.L.P.) that the City can participate in which allows our employees to pre-tax health and other
qualified insurance premiums. In addition to premium conversion, the EBS plan allows for employee
participation in the health care spending account (medical reimbursement), and dependent care spending
account (dependent care reimbursement). The new H.E.L.P. plan has an established plan year of August
1 through July 31 which coincides with our health insurance open enrollment date, and premium
adjustment date, of August 1~t. Employees participating in these programs are required to enroll at the
beginning of each plan year and monthly deductions are withheld from their payroll check to meet their
pledged amount. H.E.L.P. is adm~istered by Associated Administrators Inc. and participants in the
medical reimbursement and dependent care reimbursement plans submit their claims directly to
Associated Administrators for reimbursement. Since the H.E.L.P. plan is an insured plan through the
EBS Trust, any pre-tax funds not used by participants at the close of the plan year are returned to the EBS
Trust. In the event there are more dollars paid out of the plan than taken in during the plan year, EBS will
make up the difference to Associated Administrators.
Effective August 1, 2001, health insurance premiums increased by approximately 36% and, for a majority
of our employees, the City will be paying only 7.5% of the total increase. This dramatic increase in the
employee's share of health insurance premium makes the expanded flexible spending account more
attractive since it gives employees an opportunity to save on eligible medical and dental expenses which
are not covered by insurance.
Financial Impact: With the adoption of this plan, the City would pay an initial set-up fee of $500 plus a
$5 monthly charge for each participant in the medical reimbursement and/or dependent care
reimbursement plan. There is no charge for employees participating in the premium conversion plan.
Overall, the City will experience a cost savings since the City will not be paying Social Security taxes
(7.65%) on any of the pre-tax dollars authorized by the employees.
COUNCIL BILL NO.
RESOLUTION NO.
2334
llH
A RESOLUTION ADOPTING A PREMIUM CONVERSION, MEDICAL
REIMBURSEMENT AND DEPENDENT CARE REIMBURSEMENT CAFETERIA
BENEFIT PLAN FOR CITY OF WOODBURN EMPLOYEES.
WHEREAS, the governing body of the City of Woodburn finds and determines
that it is in the interest of the public, the City of Woodbum and the City of Woodburn's
employees that the City of Woodbum offer an Internal Revenue Code Section 125 Premium
conversion plan, Dependent Care Reimbursement plan, and a Medical Reimbursement benefit
plan to its employees and that the Medical Reimbursement plan is an insured plan through the
Employee Benefits Services (EBS) Trust; and
WHEREAS, the Premium Conversion plan, the Dependent Care Reimbursement
plan and Medical Reimbursement plan (called the Health Expense Layaway Plan [H.E.L.P.]), set
forth in Exhibit A (hereafter, "the Plan") provides sufficient flexibility to permit employees of
the City of Woodburn to select benefits that most suit their needs by providing a choice between
cash wages and the option to set aside wages to cover premiums in order to cover their insurance
contributions, anticipated out-of-pocket dependent care expenses, and anticipated annual out-of-
pocket health care expenses allowed under the Internal Revenue Code; and
WHEREAS, the plan as set forth will allow the employees and the City of
Woodburn to establish a partnership to educate employees and their families about appropriate
health care utilization, to share responsibility for health care costs, and to provide a means to
moderate the employee's dependent care needs; now, therefore
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. That the governing body of the City of Woodburn hereby adopts a
Premium conversion plan, Dependent Care Reimbursement benefit plan, and Medical
Reimbursement benefit plan, attached hereto as Exhibit A and fully incorporated by reference,
and the Mayor is hereby authorized to sign said plan. ti
Approved as to Form:~"')~~ ~.0 2 O ~ /
City Attorney
APPROVED
RICHARD JENNINGS, MAYOR
Page 1 - COUNCIL BII ~lJ NO.
RESOLUTION NO.
CAFETERIA PLAN
MODEL PLAN DOCUMENT
llH
ARTICLE 1
Introduction
The City of Woodbum has adopted this Plan in order to allow its Eligible Employees to
choose among different types of benefits and cash based on their own particular goals,
desires and needs.
It is the intention of the City that the Plan qualify as a "cafeteria plan" within the
meaning of section 125 of the Intemal Revenue Code of 1986, as amended.
The provisions of this Plan shall be effective August 1,2001 through July 31, 2002 and
will renew each August 1st of each subsequent plan year until such time as terminated
by Employer.
ARTICLE 2
Definitions
Each word and phrase defined in this Article 2 shall have the following meaning
whenever such word or phrase is capitalized and used herein unless a different
meaning is clearly required by the context of the Plan.
Section 2.01 Account The individual account established on the books of the
Employers under Section 15.01 in the name of each Member for the purpose of
accounting for contributions allocated to and benefits paid for a Member.
Section 2.02 Claimant A Member or the Member's eligible Dependent who has
submitted a claim under the plan.
Section 2.03 Committee The Employee Benefits Committee as described in Section
16.01.
Section 2.04 Code The Intemal Revenue Code of 1986, as amended from time to
time. Reference to any section or subsection of the Code includes reference to any
comparable or succeeding provisions of any legislation which amends, supplements or
replaces such section or subsection.
Section 2.05 Contract Administrator The company with which the Trust and Employer
has contracted to administer the benefits.
Section 2.06 Compensation A Member's basic pay, including bonuses, overtime and
commissions, as determined by the Committee, for personal services rendered in the
course of employment with any Affiliated Company and contributions under Sections
4.01, 4.02 and 4.03 on a Member's behalf.
Section 2.07 Dependent A Member's dependent as defined in Code Section 152.
Section 2.08 Dependent Care Expense Amounts incurred by a Member that are
considered employment-related expenses as defined in Code Section 21(b)(2), but only
to the extent that such amounts are reimbursable under the separate dependent care
assistance program adopted by the Committee and are not used by the Member to
obtain a credit against the Member's federal income tax for employment-related
expenses under Code Section 21.
Section 2.09 Dependent Care Account The subaccount of a Member's account
established under Section 10.01 for contributions and payments for dependent care
reimbursement.
Section 2.10 Elective Contributions An elected amount of dollars the Member has
requested to be withheld from his or her compensation to be contributed to the
insurance or medical reimbursement account or the dependent care account as
described in Article 4.
Section 2.11 Eli,qible Employee Any active full-time Employee or any active part-time
Employee who is regularly scheduled to work 20.00 hours per week or more.
Section 2.12 Employee Any person employed by an Affiliated Company who is eligible
for benefits under a Medical Plan but excluding any person covered by a collective
bargaining agreement between an Affiliated Company and a bargaining unit of
employees, unless coverage under this Plan is provided for under the collective
bargaining agreement. An employee is also a "leased employee" as defined in Code
Section 414(n).
Section 2.13 Employer The City of Woodburn.
Section 2.14 ERISA The Employee Retirement Income Security Act of 1974, as
amended from time to time.
Section 2.15 Health Care Expense An expense incurred by a Member on behalf of the
Member or the Member's spouse or Dependent for medical care as defined under Code
Section 213(d), but only to the extent such expense is reimbursable under the separate
Health Expense Layaway Plan adopted by the Employer and not used as a deduction
on the Member's federal income tax retum.
llH
-2-
Section 2.16 HiRhl¥ Compensated Member An employee defined by Code Section
105(h)(5) or Code Section 414(q) as is appropriate.
Section 2.17 Govemin.q Body The elected or appointed board that governs the City.
Section 2.18 Key Employee An employee defined by Code Section 416(i)(1).
Section 2.19 Medical Plan Any plan of any Affiliated Company other than this Plan
which provides medical care benefits (including dental care benefits) for employees
generally.
Section 2.20 Member Any Eligible Employee who has elected to participate in the Plan
in accordance with Sections 3.01 and 3.02 and who has not ceased to be an Employee.
Section 2.21 Non-elective Contributions The contributions made pursuant to Section
4.05.
Section 2.22 Period of Covera.qe The Plan Year, except that it may be a fraction of a
Plan Year as provided in Section 5.05.
Section 2.23 Plan The Employer's cafeteria plan, set forth herein.
Section 2.24 Plan Year Each successive 12-month period beginning with the effective
date of the Plan, or such Short Plan Pedod as designated by the Employer.
Section 2.25 Premium Conversion Account The subaccount of a Member's account
established under Section 8.01 for reimbursement of group insurance premiums.
Section 2.26 Reimbursement Account The subaccounts of a Member's Account
established under Sections 9.01 and 10.01 for contributions and payments for
Reimbursement Benefits. ~_
Section 2.27 Reimbursement Benefits The Health Expense Layaway Plan, Dependent
Care Reimbursement Benefits and Premium Conversion Benefits described in Sections
6.02, 6.03 and 6.04.
Section 2.28 Salary Reduction Agreement The Salary Reduction Agreement means
an agreement between a Member and the Employer under which the Member agrees to
reduce his or her Compensation and to have such amounts contributed by the
Employer to the Plan on the Member's behalf. The agreement shall apply only to
Compensation that has not been actually or constructively received by the member as
of the date of the agreement (after taking this Plan and Code Section 125 into account)
and, subsequently does not become currently available to the Member.
Section 2.29 Trust The Trust shall be the Employee Benefits Services Trust (EBS).
11H
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ARTICLE 3
Eligibility Requirements
Section 3.01 Eli_qibilitv An Employee shall become eligible to participate in this plan as
of the later of:
The waiting period for the plan shall be the first of the month following
thirty (30) days of employment;
The date the Employee becomes eligible for coverage under a Medical
Plan; or
The date of the Employee's coverage under this Plan through the
adoption of this Plan by the Employee's employing entity.
Section 3.02 Notice and Enrollment Prior to the date an Employee first becomes
eligible to participate in this Plan, the Committee shall notify in writing each Employee
who becomes eligible and shall explain the rights, privileges and duties of a Member of
the Plan. Each Member may elect to participate as of the date on which he or she
becomes eligible in accordance with Section 3.01 by completing and delivering to the
Committee a salary reduction agreement and an election of benefits form on the forms
provided by the Committee.
Section 3.03 Termination of Eliqibility A member becomes ineligible to participate in
the plan if the Member transfers to an ineligible class of employees or terminates
employment with the employer. Upon the termination of eligibility, the Member's right to
participate in the Plan terminates as of the date of such transfer or employment
termination, except as specifically stated in the Plan or pursuant to the provisions of the
Consolidated Omnibus Budget Reconciliation Act of 1985 ("COBRA"), as amended.
Section 3.04 Suspension of Participation In the event a Member ceases to be an
Eligible Employee, but does not terminate employment, participation in the Plan shall
be suspended and reinstated earlier. If the Employee again becomes an Eligible
Employee before the end of the Period of Coverage, active participation in the Plan
shall be reinstated and the most recent Election Form and Salary Reduction Agreement
shall again become effective, subject to any changes permitted pursuant to Section
5.07.
During periods of suspended participation, no contributions shall be made pursuant to
Article 4, and no benefits elected pursuant to Article 6 shall be provided through this
plan.
-4-
11H
Section 3.05
bo
Leave of Absence
Paid Leave In the event a Member takes a paid leave of absence,
including paid leave pursuant to the FMLA, but does not terminate
employment, participation in the medical expense reimbursement
program, including without limitation, Member contributions pursuant to
Article 4, shall continue during such leave of absence.
In the event a Member takes a paid leave of absence, but does not
terminate employment, participation in the dependent care reimbursement
program shall be suspended in the same manner as participation is
suspended in circumstances described in Section 3.04.
Unpaid Leave
Other than FMLA In the event a Member takes an approved, unpaid
leave of absence which is not FMLA leave, participation shall be
suspended in the same manner as participation is suspended in
circumstances described in Section 3.04.
FMLA Leave In the event a Member takes an unpaid FMLA leave of
absence, each elected health benefit shall continue during the unpaid
leave but not longer than twelve (12) weeks, provided the Elective
Contribution (if any) for such benefits is timely paid by the Member.
The Member may elect to pay the Elective Contribution (if any) in the
following manner:
a. On an after-tax basis as due. This is considered a "pay as you
go" option; or
b. Orca pre-tax basis prior to commencing the leave of absence. If
th~-Member chooses to pay pre-tax in adyance, he or she must
elect in writing to temporarily accelerate his or her Salary
Reduction Agreement in an amount equal to the Member's
anticipated or actual Elective Contribution during the leave of
absence. Notwithstanding the foregoing, premium expenses
may be accelerated only during the Plan Year which contains
the portion of the leave to which the payment relates; or
c. On a pre-tax basis after retuming from the leave of absence. If
the Member chooses to pay in arrears, he or she must elect in
writing to have his or her election increased by an amount equal
to the actual Elective Contribution during the leave of absence.
Notwithstanding the foregoing, premium expenses may be
accelerated only during the Plan Year which contains the
portion of the leave to which the payment relates.
-5-
Retum From Leave Upon retum from an unpaid leave of absence before
the end of the Plan Year in which the leave commenced, active
participation in the plan shall be reinstated and Elected Contributions and
benefits shall resume according to the Member's most recent annual
Enrollment Form, including any changes pursuant to Section 5.07
Upon return from an unpaid leave of absence after the end of the Plan
Year, the member shall be treated as a newly eligible employee and
Section 5.02 shall apply.
If the Member does not immediately resume active employment at the
conclusion of a paid or unpaid leave of absence, the Member shall no
longer be considered an Eligible Employee and Section 3.03 shall apply
11H
ARTICLE 4
Contributions
Section 4.01 Insurance Premium Conversion For any Plan Year, each Member may
elect to have contributed to his or her Account a specified amount of his or her
Compensation for such Plan Year to pay for insurance premiums for plans sponsored
by the Member's employer. The amount of such contributions shall be determined in
accordance with such employer-sponsored plans.
Section 4.02 H.E.L.P. Contributions For any Plan Year, each Member may elect to
have contributed to his or her Account a specified amount of his or her Compensation
for such Plan Year subject to the maximum limitations stated in Section 9.04 to be used
to fund Reimbursement Benefits.
Section 4.03 Dependent Care Account Contributions For any plan year each member
may elect to have contrib~ed to his or her account a specified amount not to exceed
$5,000 (or, if married and filing separately, $2,500) of his compensation for such Plan
Year as noted in Section 7.03 and 10.07 to be used to fund the dependent care
reimbursement account.
Section 4.04 Pay reduction and Payroll Withholding A Member's compensation for a
Plan Year shall be reduced by the amount of the contributions which he or she elects
for such Plan Year under Sections 4.01,4.02 and 4.03. Contributions shall be made
only by way of Salary Reduction Agreement which shall be made during a Member's
applicable Period of Coverage.
Section 4.05 Non-elective Contributions For any Plan Year, the Employer may make
further contributions to the Plan on behalf of Members. In the case of a Member who
becomes eligible to participate in the middle of a Period of Coverage, as provided for in
Section 5.05, the Employers' Non-elective Contribution will be a pro-rata amount based
on the number of months left in the applicable Period of Coverage. Any such
contributions shall be made only on a nondiscriminatory basis.
-6-
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ARTICLE 5
Elections
Section 5.01 In General Elections of contributions and benefits shall be made at the
time, in the manner and subject to the conditions specified by the Committee which
shall prescribe uniform and nondiscriminatory rules for such elections.
Section 5.02 Election to Participate An Eligible Employee commences participation by
filing an executed election form with the Plan Administrator. The election form shall be
signed by the Employee, shall designate the benefits in which the Employee elects to
participate and shall designate the Plan Year (or the remaining portion of the Plan
Year), as the time period for which participation will be effective. The election form
shall also specify the amounts, if any, by which the Employee's compensation shall be
reduced.
Section 5.03 Contributions and Benefits Members must elect both the amount of
contributions to a Premium Conversion Plan and the amount of Reimbursement
Contributions, and how much of such contributions as well as Non-elective
Contributions allocated to their Accounts shall be allocated to each benefit for an
elected Period of Coverage. Contributions allocated to a particular benefit may never be
used for any other benefit.
Section 5.04 Period of Coveraqe Except as provided in Sections 5.05 and 5.06, any
Member electing contributions and benefits must make an irrevocable election for a
Period of Coverage of an entire Plan Year.
Section 5.05 Fractional Periods Members who become eligible to participate in the
middle of a Plan Year may-elect to participate for a period lasting until the end of the
current Plan Year. In such cases, the interval commencing the day after their elections
are made and ending at the end of the current Period of Coverage shall be deemed to
be their Period of Coverage. Such Members must elect to participate no later than
thirty (30) days after becoming eligible to do so or within such other time limit as the
Committee may prescribe.
Section 5.06 Timing of Elections Elections of contributions and benefits for a Period of
Coverage shall be made prior to such Period of Coverage, provided that where a
Member commences or recommences participation in the middle of a Period of
Coverage, he or she shall make elections prior to commencement of participation.
Section 5.07 Changes of Elections Elections of contributions and/or benefits may not
be changed in the middle of a Period of Coverage unless:
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Change in legal marital status such as marriage, legal separation,
annulment, divorce or death of spouse.
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de
residence.
Change in number of tax dependents such as birth, death, adoption and
placement for adoption.
Change in employment status for Member, spouse or dependent and
affects benefit eligibility under the Plan or other benefit plan of the spouse
or dependent. These events include termination or commencement of
employment, a strike or lockout; the commencement or return from an
unpaid leave of absence; a change in worksite; switching from salaried to
hourly-paid; union to non-union, or part-time to full-time; or any other
similar change which makes the individual become or cease to be eligible
for an employee benefit.
Change in dependent status such as an event that causes the dependent
to satisfy or cease to satisfy the requirements for certain coverage's such
as age, student status, or similar circumstances.
Change in Member's, Member's spouse or dependent's place of
Certain judgements and orders. If a judgement, decree or order from a
divorce, separation, annulment or custody change requires the Member's
dependent child to be covered under this plan the Member may change
their election to provide coverage for the dependent child. If the order
requires that another individual cover the dependent child, the Member
may change their election to revoke coverage for the child (would not
allow you to change your dependent care spending account).
Change in cost. If the cost of your coverage under the plan increases or
decreases during the plan year, the Company will automatically adjust the
contributions~'o reflect the change in cost. If the cost of coverage
significantly increases or decreases during the plan year, the Member
may choose to either increase the elective contribution or revoke their
election and elect another benefit option providing similar coverage. The
change in cost exception is not applicable to the Health Care Spending
Account.
The above provision ("Change in Cost") applies to the Dependent Care
Reimbursement Benefits as described in Article 10 of this Plan only if the
cost change is changed by a dependent care provider who is not a relative
of the employee by blood or marriage as defined in Treasury Regulations
§ 1.125-4(f)(2)(iii) or by other Intemal Revenue Service guidance.
Change in Coverage. If a plan benefit is significantly reduced or
increased the member may revoke their election and make a new election
for coverage under another option providing similar coverage (i.e., HMO
plan to a PPO plan). Also if a new benefit is added or an existing benefit
is eliminated, a Member may make a prospective change. Under some
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circumstances an election change may be permitted to correspond to a
change in benefit coverage under a spouse's or dependent's employer
provided coverage. The change in coverage exception is not applicable to
the Health Care Spending Account under the plan.
Other Requirements. If the Member wishes to change their election
based on a change in status, the Member must establish that the change
is on account of and corresponds with the change in status. The
Employer shall determine whether a requested change is on account of
and corresponds with a change in status. As a general rule an election
change will be found to be consistent with a change in status if it affects
coverage eligibility. The Member must also satisfy the following specific
requirements in order to change your election based on that change of
status.
Loss of dependent eligibility. For health benefits (health, dental
and vision coverage and the health care spending account) special
rules govern what type of changes are consistent with the change
in status. For those events including divorce, annulment or legal
separation from a spouse, the death of a spouse or dependent or
the dependent ceasing to satisfy the eligibility requirements for
coverage, the Member may only elect to cancel health benefits for
the affected spouse or dependent.
Gain eligibility under another employer's plan. For a change in
status in which the Member, the Member's spouse or the Member's
dependent gain eligibility for coverage under another employer's
cafeteria plan or qualified benefit plan as a result of a change in the
Member's marital status, or a change in their, their spouse's or their
dependent's employment status, the election to cease or decrease
coverage for that individual under the plan would correspond with
that change in status only if coverage for that individual becomes
effective or is increased under the other employer's plan.
HIPPA Special Enrollment Rights. If a Member, Member's Spouse or a
Member's Dependent is entitled to a special enrollment right under a
group health plan, then the Member may revoke a prior election for health
or accident coverage and make a new election, provided that the election
corresponds with such special enrollment right. A special enrollment right
may result if medical coverage was declined for the employee, spouse or
dependent under the group health plan and eligibility for such coverage is
subsequently lost due to legal separation, divorce, death, termination of
employment, reduction in hours, or exhaustion of the maximum Cobra
period, or if a new dependent is acquired as a result of marriage, birth,
adoption, or placement for adoption.
Medicare or Medicaid. If a Member, a Member's Spouse or a Member's
Dependent who is enrolled in a health or accident benefit under this Plan
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becomes entitled to Medicare or Medicaid, the Member may prospectively
reduce or cancel the health or accident coverage of the person becoming
entitled to Medicare or Medicaid. Further, if a Member, Member's spouse
or Member's dependent who has been entitled to Medicare or Medicaid
loses eligibility for such coverage, then the Member may prospectively
elect to commence or increase the health or accident coverage.
Co
The EBS Trust Administrative policies (for the H.E.L.P. plan) or the
Committee rules permit such a change.
do
If applicable, such change is permitted by the Medical Plan covering the
Member.
For purposes of this Section, a failure to elect shall be considered an election and a
change from or to a zero amount of contributions. Changes in elections shall only be
effective as to contributions and benefits following the effective date of such changes.
Section 5.08 Medical Plans Elections of contributions under Section 4.01 shall be
subject to the rules goveming elections of benefits under a Member's Medical Plan.
ARTICLE 6
Benefits
Section 6.01 Benefits Available Subject to Article 10, Members may elect one or more
of the following benefits:
Group Insurance Premium Conversion
Dependent C~are Reimbursement Benefits
c. Health Expense Layaway Plan Benefits
d. Cash
Section 6.02 Group Insurance Premiums Contributions under Section 4.01 may be
used to pumhase benefits under an Employer-sponsored group insurance Plan for the
Member and his or her spouse and Dependents (as defined in Code section 105(b)),
subject to the limitations on coverage and benefits provided by the terms of such Plan.
Section 6.03 Health Expense Layawa¥ Plan Benefits The Employer has adopted a
Health Expense Layaway Plan (H.E.L.P.) set forth in Article 9 designed to qualify as a
nontaxable employee benefit under Code section 105(b). Members may elect benefits
under such Program subject to all of the requirements and restrictions contained in that
Program.
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Section 6.04 Dependent Care Reimbursement Benefits The Employer has adopted a
Dependent Care Reimbursement Program set forth in Article 10 designed to qualify as
a nontaxable employee benefit under Code section 129(a). Members may elect
benefits under such Program subject to all of the requirements and restrictions
contained in that Program.
Section 6.05 Cash Benefits Members may also receive cash benefits in lieu of salary
reduction to fund the benefits described in Sections 6.01 a. through 6.01 c. Cash
benefits in any Plan Year shall be equal to the maximum permissible salary reduction
which the Member could elect under Sections 4.01,4.02 and 4.03 for such Plan Year
less salary reduction contributions actually elected by the Member under such sections.
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ARTICLE 7
Limitations on Benefits
Section 7.01 Covera,qe Amounts for a particular Reimbursement Benefit may only be
paid for expenses incurred during the Period of Coverage elected for such benefit.
Expenses shall be considered incurred when the medical or dependent care is provided
or, in the case of insured benefits, during the period of insurance coverage, and not
when the Member is formally billed, charged for or pays the expenses.
Section 7.02 Amount of Benefits The maximum amount of Reimbursement Benefits
payable for a Plan Year shall be the amount of the Member's contributions pursuant
to a Salary Reduction Agreement plus the amount of Non-elective Contributions
allocated to each benefit elected by the Member for the Plan Year.
Section 7.03 Dependent Care Assistance Limitations Subject to the limitations
specified in Sections 7.0, 7.02 and 10.07, the Dependent Care Reimbursement Benefit
shall not exceed $5,000 in a Plan Year ($2,500 in the case of a married individual filing
a separate income tax return). In addition, amounts payable for a particular
Reimbursement Benefit may not exceed the balance of the Member's subaccount for
dependent care assistance reimbursements less amounts necessary to pay each
Member's incurred claims for such benefit. If claims for amounts in excess of such
balance are made at any time, such claims may be paid when and if further
Reimbursement or Non-elective Contributions allocable to such Benefit are made
during the applicable Period of Coverage.
Section 7.04 Medical Reimbursement Uniform Covera.qe Subject to the maximum
election permitted for the Health Expense Layaway Plan (H.E.L.P.), the Member shall
be entitled to receive at all times during the pedod of coverage for the medical
reimbursement account, the maximum amount of Reimbursement Benefits for the Plan
Year as specified in Section 7.02 (except as properly reduced as of any particular time
for prior reimbursements for the same Period of Coverage).
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Section 7.05 Forfeitures Amounts remaining in a Reimbursement Benefit subaccount
shall be forfeited after payment of all timely presented claims for reimbursement of
expenses incurred during the applicable Period of Coverage. All claims must be
presented within ninety (90) days after the applicable Period of Coverage ends to be
considered as "timely presented".
Section 7.06 Medical Plan Coverage and limitations for a Member's Medical Plan
benefits shall be as set forth in the Member's Medical Plan.
ARTICLE 8
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Premium Conversion Pro,qram
Section 8.01 In General Members covered by this Program will have their Employer-
sponsored group health and accident plan premium paid from contributions allocated to
the Member's subaccount for Premium Conversion benefits.
Section 8.02 Separate Plan This Article is intended to qualify as a separate written
health plan within the meaning of Code Section 106. It is intended that reimbursements
under this program be eligible for exclusion from gross income of Members under Code
Section 105(b). Accordingly, this program shall be interpreted and construed in
accordance with Code Sections 105(e) and 106 and any regulations or other
interpretations thereunder.
Section 8.03 Definitions For purposes of this Article, the following special definitions
shall apply:
"Benefits" means premiums paid for employer-sponsored group health
and accident plans purchased to pay Medical Expenses of a Member, a
Member's spouse or a Member's Dependents.
b. "Dependent" means a dependent as defined in IR Code Section 152.
"Highly Compensated Member" means a Member who is defined as a
Highly Compensated Employee by Code Section 105(h)(5) or Code
Section 414(q) as is appropriate.
d. "Key Employee" means an employee defined by Code Section 416(i)(1).
e. "Medical Expenses" are incurred for the following:
The diagnosis, cure, mitigation, treatment, or prevention of disease,
or for the purpose of affecting any structure or function of the body;
or
For transportation primarily for and essential to medical care
referred to in I above.
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Section 8.04 Eli.qibility, Enrollment and Termination Employees eligible for the group
insurance coverage who have met the eligibility requirements specified in Article 3 are
eligible to participate. Enrollment and termination of members under the Plan shall
constitute enrollment and termination of participation under this program.
Section 8.05 Covered Expenses The Program shall only cover Employer-sponsored
group health premiums incurred during the Period of Coverage the Member has elected
for Benefits.
Section 8.06 Reduction of Benefits The Committee may reduce the amount of
Benefits payable to a Member to the extent the Committee deems necessary to assure
that the Program does not discriminate in favor of Key Employees or Highly
Compensated Members in violation of Code Section 125 or any other applicable
provision of law. Any such reduction of Benefits shall be made by the Committee on a
reasonable and nondiscriminatory basis. Contributions which may not be paid out
because of benefit reductions imposed by this Section 8.06 shall be forfeited.
Section 8.07 Other Provisions Other matters conceming contributions, elections,
benefits, claims, and the like shall be govemed by the general provisions of the Plan.
ARTICLE 9
Health Expense Layawa¥ Plan (H.E.L.P.) Program
Section 9.01 In General Members covered by the Program may submit claims for the
reimbursement of a Member's covered Medical Expenses from contributions allocated
to the Member's subaccount for H.E.L.P. Account.
Section 9.02 Separate Plan This Article is intended to qualify as a separate written
accident and health plan within the meaning of Code Section 106. It is intended that
reimbursements under this program be eligible for exclusion from gross income of
Members under Code Section 105(b). Accordingly, this program shall be interpreted
and construed in accordance with Code Sections 105(e) and 106 and any regulations
or other interpretations thereunder.
Section 9.03 Definitions For purposes of this Article, the following special definitions
shall apply:
a. "Benefits" means H.E.L.P. Reimbursement Benefits under this Program.
b. "Dependent" means a dependent as defined in Code Section 152.
C=
"Highly Compensated Employee" means a Member who is defined as a
Highly Compensated Employee by Code Section 105(h)(5) or Code
Section 414(q), as is appropriate.
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"Key Employee"
means an employee as defined in Code Section 416(i).
"Medical Expenses" means amounts not compensated for by insurance
or otherwise which are paid or incurred by or on behalf of a Member, a
Member's spouse or a Member's Dependents and incurred for the
following items to the extent they are covered by Code Section 213(d):
The diagnosis, cure, mitigation, treatment, or prevention of disease,
or for the purpose of affecting any structure or function of the body;
or
For transportation primarily for and essential to medical care
referred to in 1 above.
Section 9.04 Maximum Election The amount of coverage that may be elected under
this H.E.L.P. Account Program shall be $3,000.00.
Section 9.05 Eli,qibility, Enrollment and Termination All Members of the Plan shall be
eligible to receive benefits under this Program. This Program represents one benefit
that may be elected by Members under the Employer's Plan and a Member under that
Plan who elects the Medical Expense Reimbursement Program thereunder is deemed
to be a Member under this medical expense reimbursement program. Enrollment and
termination of participation under the Plan shall constitute enrollment and termination of
participation under this Program.
Section 9.06 Covered Expenses The Program shall only cover Medical Expenses
incurred during the Period of Coverage the Member has elected for Benefits. Expenses
shall be considered incurred when the medical care is provided and not when the
Member is formally billed, charged for or pays the Medical Expenses.
Section 9.07
Uniform Coveraqe
Subject to the maximum election of Section 9.04, the Member shall be
entitled to receive at all times during the Period of Coverage for the
Medical Reimbursement Expense Program the maximum amount of
Reimbursement Benefits elected for the Plan Year specified in Section
7.02 (except as properly reduced as of any particular time for prior
reimbursements for the same Period of Coverage).
In the event that the "uniform coverage" rule entitles a Member to receive
a medical expense reimbursement which exceeds the Member's medical
expense account balance at the time the claim is submitted, the claim will
nevertheless be paid up to the applicable maximum H.E.L.P. Benefits as
set forth in Section 7.02 (except as properly reduced as of any particular
time for prior reimbursements for the same period of coverage).
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Section 9.08 Reduction of Benefits The Trust may direct the Employer to reduce the
amount of Benefits payable to a Member to the extent the Trust deems necessary to
assure that the Program does not discriminate in favor of Key Employees or Highly
Compensated Members in violation of Code Sections 125, 105(h) or any other
applicable provision of law. Any such reduction of Benefits shall be made by the
Committee on a reasonable and nondiscriminatory basis. Contributions which may not
be paid out because of benefit reductions imposed by this Section 9.08 shall be
forfeited.
Section 9.09 Other Provisions Other matters conceming contributions, elections,
benefits, claims, and the like shall be governed by the general provisions of the Plan.
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ARTICLE 10
Dependent Care Reimbursement Proqram
Section 10.01 In General Members covered by this Program may submit claims for the
reimbursement of a Member's covered Dependent Care Expenses from contributions
allocated to the Member's subaccount for Dependent Care Reimbursement Benefits.
Section 10.02 Separate Pro,qram This Article is intended to qualify as a separate
written dependent care assistant program within the meaning of Code Section 129. It is
intended that reimbursements under this program be eligible for exclusion from gross
income of Members under Code Section 129(a). Accordingly, this program shall be
interpreted and construed in accordance with Code Section 129 and any regulations or
other interpretations thereunder.
Section 10.03 Definitions Eor purpose of this Article, the following special definitions
shall apply: -
"Benefits" means Reimbursement Benefits for expenses under this
Program.
b. "Dependent" means
A dependent (as defined in Code section 152) of an Employee (A)
who is under the age of 13 and with respect to whom the Employee
is entitled to a deduction under Code section 151(c); or (B) who is
physically or mentally incapable of caring for himself or herself and
who regularly spends at least 8 hours per day in the Employee's
household; or
The spouse of an Employee, if such spouse is physically or
mentally incapable of caring for himself or herself and regularly
spends at least 8 hours per day in the Employee's household.
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For purposes of this Section, Dependent status shall be determined by
taking into account the rules of Code section (21)(e)(5).
"Eamed Income" means earned income, as defined in section 32(c)(2) of
the Code, excluding any amounts paid or incurred by the Employers for
dependent care assistance to a Member.
"Dependent Care Expenses" means, subject to the limitations in Section
10.11, amounts paid or incurred by or on behalf of a Member for
household services or for the care of a Dependent, either inside or outside
of the Member's home, subject to the limitations in Section 10.11, in order
to enable the Member to be gainfully employed for any period for which he
or she has a Dependent.
"Hi.qhl¥ Compensated Employee" means a Member who is defined as a
Highly Compensated Employee by Code Section 414(q) as is appropriate.
Section 10.04 Eli.qibility, Enrollment and Termination All Members of the Plan shall be
eligible to receive benefits under this Program. This program represents one benefit
that may be elected by Members under the employer's Cafeteria Plan and a Member
under that Plan who elects the Dependent Care Reimbursement Program thereunder is
deemed to be a Member under this dependent care reimbursement program.
Enrollment and termination of participation under the Plan shall constitute enrollment
and termination of participation under this Program.
Section 10.05 Covered Expenses The Program shall only cover Dependent Care
Expenses incurred during the Period of Coverage the Member has elected for Benefits,
and only from contributions made during the Period of Coverage for Benefits under this
Program. Dependent Care Expenses shall be considered incurred when the dependent
care is provided and not when the Member is formally billed, charged for or pays the
Dependent Care Expense~.
Section 10.06 Reduction of Benefits The Committee may reduce the amount of
benefits payable to a Member to the extent the Committee deems necessary to assure
that the Program does not discriminate in favor of Highly Compensated Members or
their Dependents in violation of Code section 129 or any other applicable provision of
law. Any such reduction of benefits shall be made by the Committee on a reasonable
and nondiscriminatory basis. The Committee may also choose to pay the benefits in
which case they will be taxable to the Member.
Section 10.07 Further Limitations The amount of Benefits for a Member during any
year shall not exceed:
ao
In the case of a Member who is not married at the close of such year, the
lesser of:
1. $5,000; or
2. The Eamed Income of such Member for such Year.
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In the case of a Member who is marded at the close of such year and who
files a joint retum with his or her spouse the least of:
$5,0OO;
The Eamed Income of such Member for such year; or
The Eamed Income of the spouse of such Member for such year.
In the case of a Member who is married at the close of such year and files
a separate return, the least of:
$2,5OO;
The Eamed Income of such Member for such year; or
The Eamed Income of the spouse of such Member for such year.
For purposes of paragraphs b,3 and c,3, if the Member's spouse is a full-time student at
an educational institution or physically or mentally incapable of caring for himself or
herself, such spouse shall be deemed to be gainfully employed and to have Eamed
Income of $200 per month, if the Member has only one Dependent, and $400 per
month if the Member has two or more Dependents. In the case of any husband and
wife, the preceding sentence shall apply with respect to only one spouse for any one
month. For purposes of this Section 10.07, marital status shall be determined by taking
into account the rules of Code sections 21 (e)(3) and 21(e)(4).
Section 10.08 Principal Shareholders Limitation Not more than 25 percent of the
amounts paid by the Employers for Benefits during a Plan Year may be provided for the
class of Members (or their spouses or Dependents), each of whom (on any day of such
Plan Year) owns more than 5 percent of the stock or the capital or profits interest as
determined under section 129 of the Code. The Committee may reduce the Benefits
for such Members to the extent that it reasonably believes necessary to prevent this
limitation from being exceeded.
Section 10.09 55% Benefits Test This test requires that the value of the average
dependent care assistance benefit provided to Non-Highly Compensated Employees
must be at least 55 percent of the value of the average dependent care assistance
benefit provided to the Highly Compensated Employees. The Committee may reduce
the benefits for such members to the extent that it reasonably believes necessary to
prevent this limitation from being exceeded.
Section 10.10 Prohibition of Certain Payments No benefits shall be paid to a Member
during any taxable year of such Member for Dependent Care Expenses paid to an
individual:
With respect to whom, for such taxable year, a deduction is allowable
under Code section 151 (c) (relating to personal exemptions for
Dependents) to such Member or his or her spouse; or
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Who is a child of such Member (within the meaning of Code section 151
(c)(3)) under the age of 19 at the close of such taxable year.
Section 10.11 Services Outside the Household
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Dependent Care Centers Benefits shall not be paid for services provided
outside a Member's household by a facility that provides care for more
than six individuals other than individuals who reside at the facility, and
receives a fee, payment or grant for providing services for any of the
individuals, unless:
Such facility complies with all applicable laws and regulations of a
state or unit of local govemment; and
The requirements of Section 10.10 a and b, are met.
Ovemi.qht Camp Benefits shall not be paid for services outside the
taxpayer's household at a camp where the Dependent stays overnight.
Section 10.12 Annual Report to Members The Committee shall fumish to each
Member on whose behalf Benefits are paid, on or before January 31 of each year, a
wdtten statement showing the amounts paid by the Employers in providing Benefits on
behalf of such Member during the previous calendar year.
Section 10.13 Other Provisions Other matters concerning contributions, elections,
benefits, claims, and the like shall be govemed by the general provisions of the Plan.
1!H
ARTICLE 11
Claims for Benefits
Section 11.01 Reimbursable Claims A Member may claim reimbursement for an
expense only if the following conditions have been satisfied:
The Member incurred the claimed expense during the effective dates of
the Plan specified in Article 1.
The expenses were incurred while the Member was enrolled and
participating in the Plan as specified in Article 3.
Co
For purposes of this Section, an expense is incurred only when the
service or product is provided and not when the member is billed for the
service or product.
Section 11.02 Claim Substantiation The Member shall substantiate a claim for
reimbursement or an expense by providing the following:
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a wdtten statement from an independent third party stating that the
expense has been incurred and the amount of such expense; and
bo
the wdtten statement from the Member that the expense has not been
reimbursed or is not reimbursable under any other coverage.
Section 11.03 Time Limit on Claimin.q Benefits Claims Reimbursement Benefits shall
be paid only if presented ninety (90) days or less after the applicable Pedod of
Coverage ends. Claims for Reimbursement Benefits presented more than ninety (90)
days after the end of the applicable Period of Coverage will not be paid.
Section 11.04 Medical Plans Claims under a Member's Medical Plan shall be
governed by the terms of such Plan.
ARTICLE 12
Claims Appeal
Section 12.01 Claim Consideration Period Except as otherwise provided by this
Article, the Contract administrator shall accept or deny a claim within ninety (90) days
after the Member has submitted a claim. This ninety (90) day period shall be the "claim
consideration period."
Section 12.02 Extension Pedods The Committee may, at its discretion, reasonably
extend the time beyond the claim consideration period in which to accept or deny a
claim. The extension or extensions shall be in increments of thirty (30) days and shall
be taken by giving written notice of the extension to the Member during the claim
consideration period or any extension period.
Section 12.03 Claims Denial A claim shall be considered denied as follows:
a. If a written denial of the claim is given to the member; or
If no written acceptance or denial of the claim has been given to the
member by the last day of the claim consideration period and all extension
periods.
Section 12.04 Claims Appeal The Member may appeal the denial of a claim as
specified in this Section.
The Member shall file with the Committee a Request for Review in a form
designated by the Committee.
bo
The Member shall file the Request for Review not later than sixty (60)
days following the date of notice of denial of the claim or, where no notice
is given, the date the denial is deemed to have occurred. The claim shall
remain denied if the Member fails to file the Request for Review within the
time specified by this section. This limitation may be waived on grounds
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of reasonable negligence, mistake or inadvertence according to the
discretion of the Committee.
Except as otherwise provided by this section, the Committee shall accept
or deny the claim and notify the Member of its decision within sixty (60)
days after its receipt of the Request for Review. If special circumstances
exist (such as the need for additional investigation or a hearing), the
Committee may extend the deadline for its decision to 120 days from the
date after its receipt of the Request for Review.
The Committee's decision shall include the reasons for the decision with
reference to the provisions in the Plan Document which govem the
decision.
In the event that the Committee shall not issue a decision within the time
periods specified by this Section, the Request for Review shall be
considered denied.
ARTICLE 13
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Continuation Coveraqe
Section 13.01 Non-Health Plan A Member's loss of eligibility to participate in a non-
health plan shall terminate the member's salary reduction elections as of the last day of
the month in which the loss of eligibility occurs.
Section 13.02 Health Plans
ao
If an event which would otherwise cause a member to lose eligibility to
participate in_a group health plan is a qualifying event, the member may
be entitled to-elect to pay premiums and continue participation as required
by federal law.
Upon the occurrence of an event which terminates a member's eligibility
to participate in a group health plan, the Committee shall inform the
member of continuation rights and the procedure for electing continued
coverage. '
The participation of a member who is not eligible for continued coverage
or who does not elect to continue will terminate on the last day of the
month in which the event of ineligibility occurs. In this case, the member
may submit and be reimbursed only for claims incurred during the plan
year prior to the date of termination.
do
A member who is eligible and elects to continue participation in a health
plan may pay the premiums from pre-tax compensation, including
severance pay, or from other after-tax funds.
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ARTICLE 14
Nondiscrimination
Section 14.01 Reduction of Contributions and Benefits The Committee may reject any
election and reduce the amount of contributions or nontaxable benefits to the extent the
Committee deems necessary to assure that the Plan does not discriminate in favor of
Highly Compensated Members in violation of Code section 125 or any other applicable
provision of law or to prevent taxation of Key Employees under the provisions of Code
section 125(b)(2). Any rejection of elections or any reduction of contributions or benefits
shall be made by the Committee on a reasonable and nondiscriminatory basis.
Contributions which may not be paid out because of benefit reductions imposed by this
Section 14.01 shall be forfeited.
Section 14.02 Prohibition of Discrimination Any discretionary acts to be taken under
the terms and provisions of this Plan by the Committee or by the Employer shall be
uniform in their nature and application to all those similarly situated, and no
discretionary acts shall be taken that would be discriminatory under the provisions of
the Code relating to cafeteria plans, medical reimbursement plans or dependent care
assistance plans as such provisions now exist or may from time to time be amended.
Section 14.03 Curinq the 55% Benefits Discrimination In the event that the Dependent
Care Reimbursement Program violates the 55 percent benefits test, the violation shall
be cured as specified in this Section. Any benefit amount found to be a discriminatory
excess shall be allocated first to Highly Compensated Employees who received the
greatest amount of benefits. If an excess benefit remains, that excess shall be
allocated among the Highly Compensated Employees who received the next greatest
amount of benefits. This process shall be repeated until the 55 percent benefits test is
satisfied. J
ARTICLE 15
Accounts
Section 15.01 Accounts A separate Account shall be maintained for each Member to
reflect the amount of contributions on his or her behalf under Article 4 and the cost of all
benefits paid to the Member or on the Member's behalf under the Plan with
subaccounts for each of the possible Reimbursement Benefits.
Section 15.02 Contributions Made Contributions on behalf of a Member shall be
credited to the Account and appropriate subaccount of such Member.
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Section 15.03 Benefits Provided The cost of benefits provided to a Member shall be
charged to the Account and appropriate subaccount of such Member.
Section 15.04 Assi.qnment of Benefits Any interest in a Member's Account may not be
assigned, transferred or alienated in any manner whatsoever and shall not be subject to
claims, liens, garnishment or levies from any third parties.
ARTICLE 16
Administration of the Plan
Section 16.01 Appointment of the Committee The administration of the Plan, as
provided herein, including the payment of all benefits to Members or their beneficiaries,
shall be the responsibility of the Employee Benefits Committee, which shall be the
administrator of the Plan. In addition, the Committee and each member thereof shall
be named fiduciaries of the Plan. The Committee shall consist of one or more persons
appointed from time to time by the Company who shall serve at the pleasure of the
Board, without compensation, unless otherwise determined by the Board.
Section 16.02 Conduct of Committee Business The Committee shall elect its
Chairperson who shall be a member of the Committee and a Secretary who may or
may not be a member of the Committee. It shall appoint such subcommittees as it shall
deem necessary and appropriate. The Committee shall conduct its business according
to the provisions of this Article 16 and shall hold regular meetings in any convenient
location. A majority of all of the members of the Committee shall have power to act,
and the concurrence or dissent of any member may be by telephone, wire cablegram or
letter.
Section 16.03 Records and Reports of the Committee The Committee shall keep such
wdtten records as it shall deem necessary or proper, which records shall be open to
inspection by the Company. The Committee shall prepare and submit to the Company
an annual report which shall include such information as the Committee deems
necessary or advisable.
Section 16.04 Administrative Powers and Duties The Committee shall have the power
to take all actions required to carry out the provisions of the Plan and shall further have
the following powers and duties, which shall be exercised in a manner consistent with
the provisions of the Plan:
ao
To decide all questions as to eligibility to become a Member in the Plan
and as to the rights of Members under the Plan;
To file or cause to be filed all such annual reports, returns, schedules,
descriptions, financial statements and other statements as may be
required by any federal or state statute, agency, or authority;
- 22 -
Co
To determine the amount, manner, and time of payment of benefits
hereunder;
eo
To communicate to the Trust and Contract Administrator under this Plan
in writing all information required to carry out the provisions of the Plan;
fo
To notify the Members of the Plan in wdting of any amendment or
termination of the Plan, or of a change in any benefits available under the
Plan;
To prescribe such forms as may be required for Employees to make
elections under this Plan; and
ho
To do such other acts as it deems reasonably required to administer the
Plan in accordance with its provisions, or as may be provided for or
required by law.
Section 16.05 Fiduciary Duties The Committee and any other fiduciary within the
meaning of ERISA shall discharge their duties solely in the interest of Members and
their beneficiaries.
Section 16.06 Allocation or Dele.qation of Duties and Responsibilities In furtherance of
their duties and responsibilities under this Plan, the Committee and the Board may,
subject always to the requirements of Section 16.05:
ao
Contract with Administrative Contractors to carry out nonfiduciary
responsibilities;
bo
Employ agents to carry out fiduciary responsibilities (other than trustee
responsibilities as defined in section 405(c)(3) of ERISA);
Consult with-counsel, who may be of counsel to the City.
llH
Section 16.07 Procedure for the Allocation or Deleqation of Fiduciary Duties Any
action described in subsections b or c of Section 16.06 may be taken by the Committee
or the Board only in accordance with the following procedure:
ao
Such action shall be taken by a majority of the Committee or the Board,
as the case may be, in a resolution approved by a majority of such
Committee or Board;
The vote cast by each member of the Committee or the Board for or
against the adoption of such resolution shall be recorded and made a part
of the written record of the Committee's or Board's proceedings; and
- 23 -
Any delegation of fiduciary responsibilities among members of the
Committee or the Board may be modified or rescinded by the Committee
or the Board according to the procedure set forth in subsections a and b
of this Section 16.07.
Section 16.08 Contract Administrator The Contract Administrator allowed by this
Article shall perform only administrative services in executing the terms of this Plan and
shall have no other responsibility. The determination and maintenance of legal and tax
issues and status of the Plan shall be exclusive duties of the Trust, Employer and the
Committee. The duties of the Contract Administrator shall not be discretionary and they
shall not be Administrators nor Name Fiduciaries of the Plan as these terms are defined
in ERISA.
Section 16.09 Claims Procedure Medical Plans shall be administered by the
administrators of such plans and all claims for benefits under such plans shall be
govemed by the terms of such plans. The Committee shall establish a reasonable
claims procedure.
ARTICLE 17
11H
Amendment and Termination
Section 17.01 Amendment of Plan The Trust, Board or the Committee may amend
any or all provisions of this Plan at any time by written instrument identified as an
amendment of the Plan effective as of a specified date.
Section 17.02 Termination of Plan This Plan may be terminated in whole or in part at
any time by the Trust or the Board.
Section 17.03 Preservation of Ri.qhts Termination or amendment of the Plan shall not
affect the rights of any Member in his or her Account or the right to claim
reimbursement for expenses incurred prior to such termination or amendment as the
case may be, to the extent such amount is payable under the terms of the Plan prior to
the effective date of such termination or amendment.
ARTICLE 18
Adoption of Plan
Section 18.01 In General The Plan may be adopted by the goveming body by passing
a resolution which shall specify the eligibility and participation requirements under the
plan and the effective date of the Plan's adoption.
- 24 -
· llH
ARTICLE 19
Miscellaneous
Section 19.01 Facility of Payment If the Committee deems any person entitled to
receive any amount under the provisions of this Plan incapable of receiving or
disbursing the same by reason of minority, illness or infirmity, mental incompetency, or
incapacity of any kind, the Committee may, in its discretion, take any one or more of the
following actions:
ao
Apply such amount directly for the comfort, support and maintenance of
such person;
Reimburse any person for such support previously supplied to the person
entitled to receive any such payment;
Pay such amount to a legal representative or guardian or any other
person selected by the Committee to disburse it for such comfort, support
and maintenance, including without limitation, any relative who had
undertaken, wholly or partially, the expense of such person's comfort, care
and maintenance, or any institution in whose care or custody the person
entitled to the amount may be. The Committee may, in its discretion,
deposit any amount due to a minor to his or her credit in any savings or
commercial bank of the Committee's choice.
Section 19.02 Lost Payee In the event that a benefit reimbursement check sent to a
Member is retumed as undeliverable or the Member or the Member's spouse and
children cannot be located following a reasonable search, the amount of that check or
benefit shall be forfeited and paid to the Plan as a contribution. Any forfeited amount
may be reinstated by the Employer's special contribution to the Plan and shall become
payable if the member or t~t~e member's spouse or Dependents resubmits the claim
during the Plan year or the runout period. If the claim is not resubmitted before the last
day of the plan year or runout period, the forfeited amount shall remain forfeited. The
Committee shall prescribe uniform and nondiscriminatory rules for carrying out this
provision.
Section 19.03 Indemnification To the extent permitted by law, the Employer shall
indemnify and hold harmless the Committee, Members, any Employee, and any other
person or persons to whom the Employer or the Committee has delegated fiduciary or
other duties under the Plan, against any and all claims, losses, damages, expenses,
and liabilities arising from any act or a failure to act that constitutes or is alleged to
constitute a breach of such person's responsibilities in connection with the Plan under
ERISA or any other law, unless the same is determined to be due to gross negligence,
willful misconduct, or willful failure to act.
- 25 -
Section 19.04 Titles and Headin.qs The titles and headings of the Articles and Sections
of this instrument are placed herein for convenience of reference only, and in the case
of any conflicts, the text of this instrument, rather than the titles or headings, shall
control.
Section 19.05 Number Wherever used herein, the singular shall include the plural and
the plural shall include the singular, except where the context requires otherwise.
Section 19.06 Applicable Law The provisions of this Plan shall be construed according
to the laws of the State of Oregon, except as superseded by federal law, and in
accordance with the Code and ERISA. The Plan is intended to be a cafeteria plan
under section 125(d) of the Code containing a medical expense reimbursement plan
under section 105(h) of the Code and a dependent care assistance program under
section 129 of the Code, and shall be construed accordingly.
Section 19.07 Ri.qht to Discharqe Employees No provision of this Plan, whether
express or implied, gives an Employee the right to remain in the employ of the
Employer. All Employees shall remain subject to discharge from employment as if this
Plan had never been adopted. Nothing in the establishment or modification of this Plan
or payment of any benefit shall be construed as giving any Member or any other person
any legal or equitable rights against the Employer except as specifically provided by this
Plan.
Section 19.08 LeRally Enforceable The Employer intends that the Plan terms,
including those relating to coverage and benefits, are legally enforceable. The Plan is
maintained for the exclusive benefit of Employees.
llH
IN WITNESS WHEREOF, by action of the City
Council, has caused this instrument to be executed by its officer thereunto duly
authorized, this -day of ,2001.
GOVERNING BODY - THE CITY OF WOODBURN
BY
TITLE
WITNESS
TITLE
- 26 -
11I
MEMO
TO :
THROUGH :
FROM :
DATE :
SUBJECT :
Mayor and Council g,/~
John C. Brown, City Administrator~-
Mary Tennant, City Recorder
July 18, 2001
ICMA 401(a) Money Purchase Plan Agreement
Recommendation: Council adopt the attached Resolution authorizing the establishment of an ICMA
Money Purchase Plan as a supplemental retirement plan for the Public Works Director with an effective
date of June 26, 2001.
Background: The City has been a member of the International City Manager' s Association (ICMA)
Retirement programs since 1973. Funds were initially invested in 457 Deferred Compensation programs
in-lieu of a qualified defined benefit program. In 1991, the City established a 401 (a) Money Purchase
Plan which served as a qualified defined contribution plan for several department heads who had
previously elected not to participate in the Pacific Life retirement plan offered to all other city
employees. In 1998, the City entered into an integration agreement with Oregon Public Employees
Retirement System (PERS) and all but the City Administrator elected to participate in the PERS defined
benefit program. Currently, the City has two ICMA Money Purchase Plans in place, one of which is the
original plan formed in 1991, and a second plan which was adopted in September 1998 to meet the
employment contract requirements of our City Administrator.
Discussion: The City Council entered into an employment contract with Public Works Director Tiwari
which provides for additional 457 Deferred Compensation and/or 401 (a) Money Purchase Plan
contributions during the tenure of contract. Under IRS rules, employer and employee contributions into
a qualified retirement program cannot exceed 25% of gross earnings during a plan year. Contributions
can either be made 100% by the employer or a combination of employer and employee contributions.
Employee contributions can be "pre-tax" which reduces the employee's federal and state taxable
earnings for the year in which the money is contributed to the retirement program. Tax liability occurs
when the employee begins to w3,thdraw funds from the retirement program.
In this case, the Public Works Director is a member of PERS for which employee and employer
contributions effective July 1, 2001 will be 14.1%. This leaves a balance of 10.9% that can be placed
within the 401 (a) Money Purchase Plan in order to maximize pre-taxable earnings for future retirement
benefits. The Public Works Director's employment contract allows for an 8% City contribution into the
401 (a) plan and he has elected to take advantage of this program by making a "pre-tax" employee
contribution of 2.9%. Within the 401(a) Money Purchase Plan Adoption Agreement, language has been
included under the Contribution Provision (#VI) which provides for a formula to determine the
employee contribution amount. This formula will provide flexibility within the plan document to adjust
the employee contribution based on future increases or decreases in the City's contribution to PERS
based on the pooled rate assigned to the City for each fiscal year. By allowing full investment
opportunities within this plan, the Public Works Director can continue to contribute into his 457
Deferred Compensation account and, if he so wishes, maximize his "pre-tax" options towards retirement
savings.
Adoption of this Resolution will create a third Money Purchase Plan and Trust for the City to be
administered by the ICMA Retirement Corporation.
11I
COUNCIL BILL NO.
RESOLUTION NO.
2335
A RESOLUTION AUTHORIZING THE ESTABLISHMENT OF A 401(A) MONEY
PURCHASE PLAN AND TRUST IN THE FORM OF THE ICMA RETIREMENT
CORPORATION PROTOTYPE MONEY PURCHASE PLAN AND TRUST.
WHEREAS, the City of Woodbum has employees rendering valuable services; and
WHEREAS, the establishment of a money purchase retirement plan benefits employees
by providing funds for retirement and funds for their beneficiaries in the event of death; and
WHEREAS, the City of Woodburn desires that its money purchase retirement plan be
administered by the ICMA Retirement Corporation and that the funds held under such plan be invested
in the ICMA Retirement Trust, a trust established by public employers for the collective investment of
funds held under their retirement and deferred compensation plans, now, therefore,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. The City of Woodbum hereby establishes a money purchase retirement plan
(the "Plan") in the form of the ICMA Retirement Corporation Governmental Money Purchase Plan and
Trust, pursuant to the specific provisions of the Adoption Agreement, a copy is attached hereto and, by
this reference, incorporated therein. The Plan shall be maintained for the exclusive benefit of eligible
employees and their beneficiaries.
Section 2. That the City of Woodburn hereby executes the Declaration of Trust of the
ICMA Retirement Trust, a copy is attached hereto and, by this reference, incorporated herein, intending
this execution to be operative with respect to any retirement or deferred compensation plan
subsequently established by the City, if the assets of the plan are to be invested in the ICMA
Retirement Trust.
gection 3. That the City of Woodbum herebyagrees to serve as trustee under the Plan
and to invest funds held under the Plan in the ICMA Retirement Trust.
Page 1 - COUNCIL BILL NO.
RESOLUTION NO.
11I
Section 4. That the City Administrator shall be the coordinator for the Plan; shall
receive necessary reports, notices, etc., from the ICMA Retirement Corporation or the ICMA
Retirement Trust; shall cast, on behalf of the Employer, any required votes under the ICMA Retirement
Trust; may delegate any administrative duties relating to the Plan to appropriate departments, and is
authorized to execute all necessary agreements with ICMA Retirement Corporation incidental to the
administration of the Plan..
Approved as to form:~'~~"~ ~ ' ~.~~'~)~ ~
City Attorney
APPROVED
RICHARD JENNINGS, MAYOR
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Mayor
ATTEST
Mary Tennant, Recorder
City of Woodbum, Oregon
Page 2 - COUNCIL BILL NO.
RESOLUTION NO.
ICMA RETIREMENT CORPORATION
GOVERNMENTAL MONEY PURCHASE PLAN & TRUST
ADOPTION AGREEMENT
11I
Account Number 10- 7746
The Employer hereby establishes a Money Purchase Plan and Trust to be known as (the "Plan") in the
form of the ICMA R. etirement Corporation Governmental Money Purchase Plan and Trust. The Plan
shall be known as:
Public Works Director Money Purchase Plan
This Plan is an amendment and restatelnent of an existing defined contribution money purchase plan.
Yes ~ No
19o61
If yes, please specify the name of the defined contribution money purchase plan which this Plan
hereby amends and restates:
I. Employer Name: City of W0odburn, 0reg0n
II.
III.
The Effective Date of the Plan shall be the first day of the PlanYear during which the
Employer adopts the Plan, unless an alternate Effective Date is hereby specified:
dune ~6, 2001
Plan Year will mean:
19o21
IV.
V.
The twelve (12) consecutive month period which coincides with the limita-
tion year. (See Section 5.040) of the Plan.)
The t~elve (12) consecutive month period commencing on
and each almiversary thereafter.
Normal Retirement Age (not to exceed age 65) shall be age §8
ELIGIBILITY REQUIREMENTS:
1. The following group(s) of Employees are eligible to participate in the Plan:
XX
All Employees
All Full-Time Employees
Salaried Employees
Non-union Employees
Management Employees
Public Safety Employees
General Employees
Other (specify below):
Public Works Director
12ss/
M PP ^doption Agreement 4 / 3~/2~. ~¢ ~ I
VI.
The group specified must correspond to a group of the same designation that is defined
in the statutes, ordinances, rules, regulations, personnel manuals or other raaterial in
effect in the state or locality of the Employer.
llI
The Employer hereby waives or reduces the requirement of a twelve (12) month Period
of Service for participation. The required Period of Service shall be nit
write N/A if an Employee is eligible to participate upon employment).
[344]
If this waiver or reduction is elected, it shall apply to all Employees within the Covered
Employment Classification. .:
A minimum age requirement is hereby specified for eligibility to participate. The
minimum age requirement is nlt (not to exceed age 21). Write N/A if no mini-
mum age is declared.
[341]
CONTRIBUTION PROVISIONS
I. The Employer shall contribute as follows (choose one):
Fixed Employer Contributions With Or Without Mandatory
Participant Contributions.
SEE ATTACHMENT "A"
The Employer shall contribute on behalf of each Participant 13 % of
earnings or $ for the PlanYear (subject to the limitations
of ArticleV of the Plan). Each Participant is required to contribute
__ % of earnings or $ for the PlanYear as a condition
of participation in the Plan. (Write "0" if no contribution is required.)
If Participant Contributions are required under this option, a Participant
shall not have the right to discontinue or vary the rate of such contribu-
tions after becoming a Plan Participant.
The Employer hereby elects to "pick up" the Mandatory/Required
Par'tqcipant Contribution.
Yes ~l No
[621]
The pick-up provision specifies that the contribution is treated, for
federal income tax purposes, as though it is made by the employer. The
pick-up provision allows the employee to defer taxes on the employee
mandatory contribution. The actual result is the same as if the contribu-
tion were a reduction in that employee's Salary by the amount of the
contribution. Picked up contributions are NOT exempt from Social
Security
[Note to Employer: A determination letter issued to an adopting Em-
ployer is not a ruling by the Internal l~evenue Service that Participant
contributions that are picked up by the Employer are not includable in
the Participant's gross income for federal income tax purposes. The
Employer may seek such a ruling.
MPP Adoption Agreement 4t3012000
11I
ATTACHMENT "A"
ICMA RETIREMENT CORPORATION
GOVERNMENTAL MONEY PURCHASE PLAN & TRUST
ADOPTION AGREEMENT
Account Number 10-7746
VI. CONTRIBUTION PROVISIONS:
1. The maximum twenty-five percent (25%) of the Participant's compensation for the
Limitation Year under the plan, less an eight percent (8%) employer contribution to the
Public Works Director Money Purchase Plan, less the employer and employee
contribution to the Oregon Public Employees Retirement System. The Participant is
required to contribute the remaining percentage to equal the twenty-five (25%)
contribution.
[Picked up contributions are excludable from the Participant's gross
income under section 414(h)(2) of the Internal Revenue Code of 1986
only if they meet the requirements ofRev. Rul. 81-35, 1981-1 C.B. 255.
Those requirements are (1) that the Employer must specify that the
contributions, although designated as employee contributions, are being
paid by the Employer in lieu of contributions by the employee; and (2)
the employee must not have the option of receiving the contributed
amounts directly instead of having them paid by the Employer to the
plan.]
llI
Fixed Employer Match of Participant Contributions.
The Employer shall contribute on behalf of each Participant % of
Earnings for the PlanYear (subject to the limitations ofArticleV of the
Plan) for each PlanYear that such Participant has contributed __%
of Earnings or $__ Under this option, there is a single, fixed rate
of Employer contributions, but a Participant may decline to make the
required Participant contributions in any PlanYear, in which case no
Employer contribution will be made on the Participant's behalf in that
PlanYear.
Variable Employer Match Of Participant Contributions.
The Employer shall contribute on behalf of each Participant an amount
determined as follows (subject to the limitations ofArticleV of the
Plan):
% of the contributions made by the Participant for the Plan
Year (not including Participant contributions exceeding % of
Ear~ngs or $ );
PLUS % of the contributions made by the Participant for the
Plan~ear in excess of those included in the above paragraph (but not
including Participant contributions exceeding in the aggregate __
of Earnings or $ ).
Employer Contributions on behalf of a Participant for a PlanYear shah
not exceed $. or % of Earnings, whichever is
more or less.
Z
Each Participant may make a voluntary (unmatched), after-tax contribution, subject to
the limitations of Section 4.05 and Article V of the Plan.
Yes I~ No
MPP Adoption Ag~ement 4/30/2000
VII.
Employer contributions and Participant contributions shall be contributed to the Trust
in accordance with the following payment schedule: (please circle one choice)
0 Bi-Weekly 1 Weekly 2 Semi-Weekly
3 Bi-Monthly (~ Monthly 5 Semi-Monthly
6 Bi-Quarterly 7 Quarterly 8 Semi-Quarterly
9 Bi-Annually 10 Annually 11 Semi-Annually
EARNINGS
11I
Earnings, as defined under Section 2.09 of the Plan, shall include:
(a) Overtime ~l Yes ~ No
(b) Bonuses ~[ Yes [~1 No
VIII.
LIMITATION ON ALLOCATIONS
If the Employer maintains or ever maintained another qualified plan in which any Participant in
this Plan is (or was) a participant or could possibly become a participant, the Employer hereby
agrees to limit contributions to all such plans as provided herein, if necessary in order to avoid
excess contributions (as described in Sections 5.02 and 5.03 of the Plan).
If the Participant is covered under another qualified defined contribution plan main-
tained by the Employer, the provisions of Section 5.02(a) through (t) of the Plan will
apply unless another method has been indicated below.
Other Method. (Provide the method under which the plans will limit
total Annual Additions to the Maximum Permissible Amount, and will
pff6perly reduce any excess amounts, in a manner that precludes Em-
ployer discretion.)
If the Participant is or has ever been a participant in a defined benefit plan maintained
by the Employer, and if the limitation in Section 5.03 of the Plan would be exceeded,
then the Participant's Projected Annual Benefit under the defined benefit plan shall be
reduced in accordance with the terms thereof to the extent necessary to satisfy such
limitation. If such plan does not provide for such reduction, or if the limitation is still
exceeded after the reduction, annual additions shall be reduced to the extent necessary
in the manner described in Sections 5.02 and 5.02. The methods of avoiding the limita-
tion described in this paragraph will not apply if the Employer indicates another method
below.
4 MPP Adoption Agreement 4/30/200(I
Other Method. (Note to Employer: Provide below language which
will satisfy the 1.0 limitation of section 415(e) of the Code,- Such
language must preclude Employer discretion. See section 1.415-1 of
the Regulations for guidance.) .~
III
The limitation year is the following 12-consecutive month period:
,lanuary 1 - December 31
VESTING PROVISIONS
The Employer hereby specifies the following vesting schedule, subject to (1) the minimum
vesting requirements as noted and (2) the concurrence of the Plan Administrator.
Years of
Service Percent
Completed Vesting
Zero 100 %
One %
Two %
Three %
Four %
Five %
Six %
Seven %
Eight __ %
Nine --- %
Ten %
Loans are permitted under the Plan, as provided in Article XIII:
Yes [~1 No
XI.
The Employer hereby attests that it is a unit of state or local government or an agency or
instrumentality of one or more units of state or local government.
XII.
The Plan Administrator hereby agrees to inform the Employer of any amendments to the
Plan made pursuant to Section 14.05 of the Plan or of the discontinuance or abandonment
of the Plan.
XIII.
The Employer hereby appoints the ICMA Retirement Corporation as the Plan Administra-
tor pursuant to the terms and conditions of the ICMA RETIREMENT CORPORA-
TION GOVERNMENTAL MONEY PURCHASE PLAN & TRUST.
The Employer hereby agrees to the provisions of the Plan and Trust.
[751]
MPP Adoption Agreement 4/30/2000 5
XIV.
The Employer hereby acknowledges it understands that failure to properly fill out this Adopti
Agreement may result in disqualification of the Plan. --
llI
XV.
An adopting Employer may not rely on a determination letter issued by the National or District Offi,
of the Internal Revenue Service as evidence that the Plan is qualified under Section 401 of the Inter-
nal Revenue Code. In order to obtain reliance with respect to plan qualification, the Employer must
apply to the appropriate key district office for a determination letter.
In Witness Whereof, the Employer hereby causes this Agreement to be executed on this __
., 200__
day of
EMPLOYER
By:
Title:
City Administrator
Attest:
ACCEPTED: ICMA RETIREMENT CORPORaSsTION
Title: Corporate Secretary
Attest:
6 MPP Adoption Agreement 41301'_
401 Loa, Guidelines
401 PLAN LOAN GUIDELINES
1CMA-P,.C Account #:
10-774ff
11I
Name of Employer:
City of Woodburn, Oregon
I. PUlkPOSE
The purpose of these guidelines is to establish the terms and conditions under which the Employer will
grant loans to participants. This is the only official Loan Program Document of the above named Plan.
II. ELIGIBILITY
Loans are available to all active employees. Loans will not be granted to participants who have an existing
loan in default.
Loans are available from the following sources: [select one or both]
Employer Contribution Account (vested balances only)
Participant Contribution Accounts (pre- and post-tax, if applicable, including Employee
Mandatory, Employee Voluntary, Employer 1Kollover, and Portable Benefits Accounts, but
excluding the Deductible Employee Contribution/Qualified Voluntary Employee Contribu-
tion Account)
Loans will be pro-rated a~nong all the funds in which the participant is invested at the time the loan is
made.
Loans are available for the followi~'g purposes: [select one]
All purposes
Loans shall only be granted in the event of a participant's hardship or for the purpose of
enabling a participant to meet certain specified financial situations. The Employer shall deter-
mine, based on all relevant facts and circumstances, that the amount of the loan is not in
excess of the amount required to relieve the financial need. For this purpose, financial need
shall include, but shall not be limited to: unreimbursed medical expenses of the participant or
the participant's immediate family, establishing or substantially rehabilitating the principal
residence of the participant, or paying for a college education (including graduate studies) for
the participant or his/her dependents.
III. FREQUENCY OF LOANS [select one]
Participants may receive one loan per calendar year. Moreover, participants may have only
one outstanding loan at a time.
[~--~[XParticipants may receive one loan per calendar year. Moreover, no participant may have more
than five (5) loans outstanding at one time.
ICMA RETIREMENT CORPORATION !ll
IV. LOAN AMOUNT
The minimum loan alnount is $1,000.
The maximum amount of all loans to the participant from the Plan and all other plans sponsored by the
Employer that are qualified employer plans under Section 72(p) (4) of the Code is the lesser of:
(1) $$0,()()0, reduced by the excess (if any) of.'
a. The highest outstanding balance of loans during the one-year period ending on the
day before the date a loan is to be made, over
b. The outstanding balance of loans on the date the loan is to be made; or
(2) 1/2 of the participant's vested account balance.*
Ifa participant has any loans outstanding at the time a new loan is requested, the new loan will be limited
to the maximun~ amount calculated above reduced by the total of the outstanding loans.
A loan cannot be issued for more than the above amount. The participant's requested loan amount is
subject to downward adjustment without notice due to changes in account balance between the time of
application and the time the loan is made.
* The Code & Plan document say "greater orS10,000 or 1/2 of vested account balance".
V. LENGTH OF LOAN
A loan must be repaid in sub~antially equal instalhnents of principal and interest, at least monthly, over a
period that does not exceed five (5) years.
Loans for a principal residence-'-must be repaid in substantially equal instalhnents of principal and interest,
at least monthly, over no more than 30 years [state number of years] years (maxi-
mum 30 years).
VI. LOAN REPAYMENT PROCESS
Loans for active employees must be repaid through payroll deduction. Repayment will begin as soon as
practicable on a date determined by the Employer's payroll cycle.
Loans outstanding for former employees who are allowed under Section X to maintain their loans or
loans outstanding for employees on a leave of absence must be repaid on the same schedule as if payroll
deductions were still being made unless they reamortize their loans and establish a new repayment sched-
ule which provides that substantially equal payments are made at least monthly over the remaining period
of the loan. All repayments must be made through the Employer.
Loan payments, including loan payments from former employees, are allocated to the same investment
options designated on the 401 Enrollment Form or according to the most current 401 Change Form which
3
specifies contribution allocations.
The participant may pay offall or a portion of the principal interest early without penalty o~ additional
fee. Extra payments are applied forward to both principal and interest as specified in the original repay-
ment schedule, unless the additional payment is for the balance due.
VII. LOAN INTEREST RATE
The rate of interest for loans of five (5) years or less will be based on prime plus 0.5%.
The rate of interest for loans for a principal residence will be based on the FHA rate.
Interest rates are determined on the last business day of the month preceding the month the loan is
disbmsed. The interest rate is locked in at the time a loan is approved and remains constant throughout
the life of the loan.
The prime interest rate is detennined on the last business day of each month using The Wall StreetJom'.al
as the source. The FHA interest rate is also determined on the last business day of each month using a
national rateline service as the source.
Loan interest rates for new loans may fluctuate upward or downward monthly, depending on the move-
ment of the prime and FHA interest rates.
VIII. LOAN APPLICATION PROCEDURE
All loans must be requested in writing on an application approved by the Plan Administrator. The appli-
cation must be signed by the participant. The Employer must review and approve the application.
If the participant is married at the tim_,_e of application, and spousal consent is required by the Plan for the
loan, the participant's spouse must consent, in writing, to the loan and the consent must be witnessed by a
plan representative or notary public. Such consent must be given within the ninety (90) day period before
the time the loan is made. Spousal consent, if required, must accompany the application in order for the
application to be considered complete.
The participant will be required to sign a promissory note evidencing the loan and a disclosure statement
which includes an amortization schedule prior to receiving a loan check. Loan checks will generally be
issued two business days following the receipt of a complete loan application received through 12 noon
Eastern Time. The loan check, promissory note, disclosure statement and truth-in-lending recision notice
will be sent to the Employer, who will obtain the necessary signatures and deliver the check to the
participant. All executed documents must be returned to the Plan Administrator within 10 calendar days
from the date the check is issued.
IX.
ICMA RETIREMENT
SECURIT~ICOLI_~TERAL
CORPORATION
That, portion of a participant's vested account balance that is equal to the amount ofthe~oan is used as
collateral for the loan. The collateral amount may not exceed 50 percent of the participfint's vested
account balance at the time the loan is taken. Only that portion of the vested account balance that corre-
sponds to the amount of the outstanding loan balance is used as collateral.
11I
X. ACCELERATION [select one]
All loans are due and payable in full upon separation from service.
All loans are due and payable when a participant receives a distribution of all of his/her ac-
count balance after separation from service. The amount of the outstanding loan balance will
be reported as a distribution in addition to the amount of cash distributed from the plan.
All loans are due and payable when a participant receives a distribution of part of his/her
account balance after separation from service. The amount of the outstanding loan balance
will reported as a distribution in addition to the amount of cash distributed from the plan.
Xl. REAMORTIZATION
Any outstanding loan may be reamortized. Reamortization means changing the terms of a loan, such as
length of repayment period, interest rate, and frequency of repayments. A loan may not be reamortized to
extend the length of the loan repayment period to more than five (5) years from the date the loan was
originally made, or in the case of a loan to secure a principal residence, beyond the number of years
specified by the Employer in Section V above.
A participant must request the reamortization of a loan in writing on a reamortization application accept-
able to the Plan Administrator. Spousal consent must accompany the request for reamortization when
such consent is required by the Plan. Upon processing the request, a new disclosure statement will be
sent to the Employer for endorsement by the participant and approval by the Employer. The executed
disclosure statement must be returned to the Plan Administrator within 10 calendar days from the date it
is signed. The new disclosure statement is considered an amendment to the original promissory note,
therefore a new promissory note will not be required.
A reamortization will not be considered a new loan for purposes of calculating the number of loans
outstanding or the one loan per calendar limit.
XII. REFINANCING EXISTING LOANS
If a participant has one outstanding loan, that loan may be refinanced. If a participant has more than one
outstanding loan, no loans may be refinanced. Refinancing means concurrently repaying an existing loan
and borrowing an additional amount through a new loan.
401 Loan Guidelines
In order to refinance an existing loan, a participant must request a new loan in writing on a~a application
approved by the Plan Administrator. Spousal consent must accompany the application when such consent
is required by the Plan. Such request must be made at a time when the participant is eligible to obtain a
loan as defined by the Employer in Section III above. The amount of a new loan requested~[or, the
purpose of refinancing is subject to the loan limits specified in Section IV above.
Because refinancing is considered a new loan, only active employees may refinance an outstanding loan.
XIII. REDUCTION OF LOAN
Ifa participant dies and leaves an outstanding loan, the unpaid loan balance(s) will be repaid from the
account balance before any distributions are made to a beneficiary(ies). The unpaid loan amount is a
taxable distribution and may be subject to early withdrawal penalties. The participant's estate is respon-
sible for taxes or penalties on the unpaid loan amount, if any. The beneficiary is responsible for taxes due
on the amount he/she receives. A Form 1099-lK will be issued to both the beneficiary and the estate for
these purposes.
XIV. LOAN DEFAULT
If a required payment of principal and interest is not made within 90 days of the date such payment is
due, the loan is considered in default. If a loan is in default, the loan will be foreclosed during the calen- .
dar year in which the participant separates from service. However, the IRS "deems" a default to be a
distribution in the year the default occurs. Therefore, the amount of the outstanding loan at the time of
the default, will be reported to the IlKS as a distribution in the year the default occurs even though the
loan may not be foreclosed at that time. The distribution may be subject to taxes and possibly a penalty
for early withdrawal.
Ifa participant has separated from service and defaults on a loan, then the loan will be foreclosed during
the calendar year in which the defa_.ult occurs. The amount of the outstanding loan, will be reported to
the IlKS as a distribution which may be subject to taxes and possibly a penalty for early withdrawal.
If the Employer has elected in Section X and the promissory note so provides, a loan becomes due and
payable when the participant separates from service. If the terms of the loan contain this provision, the
outstanding loan amount is "deemed" in default as of the date of separation from service. The amount of
the outstanding loan, will be reported to the IRS as a distribution which may be subject to taxes and
possibly a penalty for early withdrawal.
If the Employer has so elected in Section X and the promissory note so provides, a loan becomes due and
payable when the participant takes a distribution of some or all of the balance in his/her account after
separation from service. If the terms of the loan contain such a provision and the outstanding loan balance
is not paid prior to the distribution from the account, the outstanding loan amount will be considered in
default upon issuance of the distribution check. The amount of the outstanding loan,will be reported to
the IlKS as a distribution which may be subject to taxes and possibly a penalty for early withdrawal.
Participants who have an existing loan in default will not be eligible for additional loans.
11I
ICMA RETIREMENT CORPORATION
,~.
XV. DE MINIMIS ACCOUNTS AND OUTSTANDING LOAN BALANCE
If a participant separates from service and the participant's total vested account balance,.~ncluding the
outstanding loan balance, is $5,000 or less, the Plan will automatically foreclose the loan*_.'. The account
balance remaining after the loan has been satisfied will be disbursed in accordance with De Minimis
provisions of Section 10.04 of the Plan. If this occurs, the amount of the loan, will be reported to the
IRS as part of the distribution, which may be subject to taxes and possibly a penalty for early withdrawal.
Participants who have an existing loan in default will not be eligible for additional loans.
11I
XVI. FEES
Fees may be charged for various services associated with the application for and issuance of loans. All
applicable fees will be debited from the participant's account balance and/or from the participant's loan
repayments prior to crediting the repayment of principal and interest to the participant's account. A
schedule of fees applicable to this Plan is available from the Plan Administrator.
XVII. OTHER
The Employer has the right to set other terms and conditions as it deems necessary for loans from the
Plan in order to comply with any legal requirements. All terms and conditions will be administered in a
uniform and non-discriminatory manner.
In Witness Whereof, the Employer hereby caused these Guidelines to be executed this
of ,20
day
EMPLOYER
BY:
ACCEPTED: ICMA Retirement Corporation
BY:
TITLE: City Admini strartor TITLE: Corporate Secretary
A'I-I'EST: A'n'EST:
ADMINISTRATIVE SERVICES AGREEMENT
Type: 401
Account Number: 7746
Plan # 7746
1,1I
ADMINISTRATIVE SERVICES AGREEMENT
This Agreement, made as of the day of ,2001 (herein referred to as
the "Inception Date"), between The International City Management Association Retirement
Corporation CRC"), a nonprofit corporation organized and existing under the laws of the
State of Delaware; and the City of Woodburn ("Employer") a City organized and existing
under the laws of the State of Oregon with an office at 8326 Carson Court, NE, Woodbum,
Oregon 97071.
RECITALS
Employer acts as a public plan sponsor for a retirement plan ("Plan") with responsibility to
obtain investment alternatives and services for employees participating in that Plan;
The ICMA Retirement Trust (the "Trust") is a common law trust governed by an elected
Board of Trustees for the commingled investment of retirement funds held by state and
local governmental units for their employees;
RC acts as investment adviser to the Trust; RC has designed, and the Trust offers, a series
of separate funds (the "Funds") for the investment of plan assets as referenced in the
Trust's principal disclosure document, "Making Sound Investment Decisions: A Retirement
Investment Guide." The Funds are available only to public employers and only through
the Trust and RC.
In addition to serving as investment adviser to the Trust, RC provides a complete offedng
of services to public employers for the operation of employee retirement plans including,
but not limited to, communications concerning investment alternatives, account
maintenance, account record-keeping, investment and tax reporting, form processing,
benefit disbursement and asset management.
AGREEMENTS
Appointment of RC
Employer hereby designates RC as Administrator of the Plan to perform all non-
discretionary functions necessary for the administration of the Plan with respect to assets
in the Plan deposited with the Trust. The functions to be performed by RC include:
(a)
allocation in accordance with participant direction of individual accounts to
investment Funds offered by the Trust;
(b)
(c)
maintenance of individual accounts for participants reflecting amounts deferred,
income, gain, or loss credited, and amounts disbursed as benefits;
provision of periodic reports to the Employer and participants of the status of Plan
investments and individual accounts;
Plan # 7746
(d)
communication to participants of information regarding their dghts and elections
under the Plan; and
(e)
disbursement of benefits as agent for the Employer in accordance with terms of the
Plan.
2. Adoption of Trust
Employer has adopted the Declaration of Trust of the ICMA Retirement Trust and agrees
to the commingled investment of assets of the Plan within the Trust. Employer agrees that
operation of the Plan and investment, management and disbursement of amounts
deposited in the Trust shall be subject to the Declaration of Trust, as it may be amended
from time to time and shall also be subject to terms and conditions set forth in disclosure
documents (such as the Retirement Investment Guide or Employer Bulletins) as those
terms and conditions may be adjusted from time to time. It is understood that the term
"Employer Trust" as it is used in the Declaration of Trust shall mean this Administrative
Services Agreement.
3. Employer Duty to Furnish Information
Employer agrees to fumish to RC on a timely basis such information as is necessary for
RC to carry out its responsibilities as Administrator of the Plan, including information
needed to allocate individual participant accounts to Funds in the Trust, and information
as to the employment status of participants, and participant ages, addresses and other
identifying information (including tax identification numbers). RC shall be entitled to rely
upon the accuracy of any information that is furnished to it by a responsible official of the
Employer or any information relating to an individual participant or beneficiary that is
furnished by such participant or beneficiary, and RC shall not be responsible for any error
adsing from its reliance on such information. RC will provide account information in
reports, statements or ac~)untings.
4. Certain Representations, Warranties, and Covenants
RC represents and warrants to Employer that:
(a)
RC is a non-profit corporation with full power and authority to enter into this
Agreement and to perform its obligations under this Agreement. The ability of RC
to serve as investment adviser to the Trust is dependent upon the continued
willingness of the Trust for RC to serve in that capacity.
(b)
RC is an investment adviser registered as such with the Securities and Exchange
Commission under the Investment Advisers Act of 1940, as amended. ICMA-RC
Services, Inc. (a wholly owned subsidiary of RC) is registered as a broker-dealer
with the Securities and Exchange Commission (SEC) and is a member in good
standing of the National Association of Securities Dealers, Inc.
llJ
-3-
Plan # 7746
RC covenants with employer that:
(c)
RC shall maintain and administer the Plan in compliance with the requirements
for plans which satisfy the qualification requirements of Section 401 of the
Intemal Revenue Code; provided, however, RC shall not be responsible for the
qualified status of the Plan in the event that the Employer directs RC to
administer the Plan or disburse assets in a manner inconsistent with the
requirements of Section 401 or otherwise causes the Plan not to be carried out
in accordance with its terms; provided, further, that if the plan document used by
the Employer contains terms that differ from the terms of RC's standardized plan
document, RC shall not be responsible for the qualified status of the Plan to the
extent affected by the differing terms in the Employer's plan document.
Employer represents and warrants to RC that:
(d)
Employer is organized in the form and manner recited in the opening paragraph of
this Agreement with full power and authority to enter into and perform its obligations
under this Agreement and to act for the Plan and participants in the manner
contemplated in this Agreement. Execution, delivery, and performance of this
Agreement will not conflict with any law, rule, regulation or contract by which the
Employer is bound or to which it is a party.
5. Participation in Certain Proceedin.qs
The Employer hereby authorizes RC to act as agent, to appear on its behalf, and to join
the Employer as a necessary party in all legal proceedings involving the garnishment of
benefits or the transfer of benefits pursuant to the divorce or separation of participants in
the Employer Plan. Unless Employer notifies RC otherwise, Employer consents to the
disbursement by RC of Eenefits that have been garnished or transferred to a former
spouse, spouse or child pursuant to a domestic relations order.
6. Compensation and Payment
(a)
Plan Administration Fee. The amount to be paid for plan administration services
under this Agreement shall be 0.55% per annum of the amount of Plan assets
invested in the Trust. Such fee shall be computed based on average daily net Plan
assets in the Trust.
(b)
Account Maintenance Fee. (i) There shall be an annual account maintenance fee
of $25.00. The account maintenance fee is payable in full on January 1st of each
year on each account in existence on that date. For accounts established AFTER
January 1st, the fee is payable on the first day of the calendar quarter following
establishment and is prorated by reference to the number of calendar quarters
remaining on the day of payment.
-4-
Plan # 7746
11I
(ii) The account maintenance fee will be waived beginning in the year following the
year in which total Plan assets exceed $4 million.
(c)
Compensation for Management Services to the Trust and Advisory and other
Services to the Vantagepoint Funds. Employer acknowledges that in addition to
amounts payable under this Agreement, RC receives fees from the Trust for
investment management services furnished to the Trust. Employer further
acknowledges that certain wholly-owned subsidiaries of RC receive compensation
for advisory and other services fumished to the Vantagepoint Funds, which serve
as the underlying portfolios of a number of Funds offered through the Trust. The
fees referred to in this subsection are disclosed in the Retirement Investment Guide.
These fees are not assessed against assets invested in the Trust's Mutual Fund
Series.
(d)
Mutual Fund Services Fee. There is an annual charge of 0.40% assessed against
average daily net Plan assets invested in the Trust's Mutual Fund Series.
(e)
Model Portfolio Fund Fee. There is an annual charge of 0.10% assessed against
daily average net Plan assets invested in the Trust's Model Portfolio Funds.
(f)
Payment Procedures. All payments to RC pursuant to this Section 6 shall be paid
out of the Plan assets held by the Trust and shall be paid by the Trust. The amount
of Plan assets held in the Trust shall be adjusted by the Trust as required to reflect
such payments.
7. Custody
Employer understands that amounts invested in the Trust are to be remitted directly to the
Trust in accordance withJinstructions provided to Employer by RC and are not to be
remitted to RC. In the event that any check or wire transfer is incorrectly labeled or
transferred to RC, RC will return it to Employer with proper instructions.
-5-
Plan # 7746
'111
8. Responsibility
RC shall not be responsible for any acts or omissions of any person other than RC in
connection with the administration or operation of the Plan.
9. Term
This Agreement may be terminated without penalty by either party on sixty days advance
notice in writing to the other.
10. Amendments and Adjustments
(a)
This Agreement may not be amended except by wdtten instrument signed by the
parties.
(b)
The parties agree that compensation for services under this Agreement and
administrative and operational arrangements may be adjusted as follows:
RC may propose an adjustment by wdtten notice to the Employer given at least 60 days
before the effective date of the adjustment and the notice may appear in disclosure
documents such as Employer Bulletins and the Retirement Investment Guide. Such
adjustment shall become effective unless, within the 60 day pedod before the effective
date the Employer notifies RC in wdting that it does not accept such adjustment, in which
event the parties will negotiate with respect to the adjustment.
(c)
No failure to exercise and no delay in exercising any dght, remedy, power or
privilege hereunder shall operate as a waiver of such right, remedy, power or
privilege.
11. Notices
All notices required to be delivered under Section 10 of this Agreement shall be delivered
personally or by registered or certified mail, postage prepaid, retum receipt requested, to
(i) Legal Department, ICMA Retirement Corporation, 777 North Capitol Street, N.E., Suite
600, Washington, D.C, 20002-4240; (ii) Employer at the office set forth in the first
paragraph hereof, or to any other address designated by the party to receive the same by
written notice similarly given.
12. Complete Agreement
This Agreement shall constitute the sole agreement between RC and Employer relating to
the object of this Agreement and correctly sets forth the complete rights, duties and
obligations of each party to the other as of its date. Any pdor agreements, promises,
negotiations or representations, verbal or otherwise, not expressly set forth in this
-6-
Plan # 7746
Agreement are of no force and effect.
13. Goveminq Law
This agreement shall be governed by and construed in accordance with the laws of the
State of oregon, applicable to contracts made in that jurisdiction without reference to its
conflicts of laws provisions.
In Witness Whereof, the parties hereto have executed this Agreement as of the Inception
Date first above written.
CITY OF WOODBURN
by:,
Signature/Date
Name and Title (Please Print)
INTERNATIONAL CITY MANAGEMENT
ASSOCIATION RETIREMENT
CORPORATION
by:.
Paul Gallagher
Corporate Secretary
-7-
Memo
TO:
FROM:
DATE:
SUBJECT:
Mayor & Council
Ben Gillespie, Finance Director thrfi'~i~h
John Brown, City Administrator
July 18, 2001
Purchase of Water Meter Readers
Recommendation: It is recommended that the Council authorize the City Administrator to sign
an agreement with Radix Corporation for the purchase of water meter recorders for $15,212.00.
Background: The City currently uses Radix model FW 60 water meter recorders. These are
hand held devices that allow the meter reader to record current water meter readings. These
readings are input into the utility billing system and water usage and billing amounts are calculated
from the input.
Radix has announced that they will no longer support the model FW 60 after December 31,
2001. These models can be upgraded to model FW 200's for $15,212.00 after a trade in credit of
$3,124.00. This price includes the chargers necessary to make the units operational.
Financial Implications: This purchase is budgeted in the current year in the Water Fund.
corporotion
Woodbum, City of
Gerald Leimbach
270 Montgomery Street
Woodbum, OR 97071
Radix Corporation
4855 Wiley Post Way
Salt Lake City. UT 84116
801-537-1717
Woodburn, City of
Gerald Leimbach
270 Montgomery Street
Woodburn, OR 97071
AAAQ1022
07/14101
Hugh Park
Net30
, D50! "^8@W
118003-011-01
119001-001
119002-001
500122-000
IS1602
IS2004
300518-003-01
752011-000
/S9510
/S9513-1
/S9513-3
/S6600
/275-ON
FW200 3.25MB UMS Phos Flat KYBD 4 $21
FLX201 Loader Charger (Chainable) 4 $3
F201S SMART CHARGER 115V US (Crable 3 $2
Charger Only)
FL(X)201S/601S to PC Data Cable - 9 pin I $0
UMS License Fee I $75
2 Day On-Site Services I $0
UMS-FVV Pocket Guide (N/C if ordered with FW) 4 $0
UMS User Reference Manual (N/C if ordered with I $0
system)
FW601FWDOS/FW200 Trade-In Credit 4 $0
FL5/FLXS/FLX605/FLX205 Trade-In Credit I $0
FLIlFLX1 Trade-In Credit 4 $0
RMS Trade-in Credit Towards UMS I $0
On-Site Services Discount I $0
$84 $2,420.00 $9,680.00
$12 $415.00 $1,660.00
$6 $279.00 $837.00
$0 $90.00 $90.00
$75 $3,995.00 $3,995.00
$0 $2,425.00 $2,425.00
$0 $0.00 $0.00
$0 $0.00 $0.00
$0 -$200.00 -$800.00
$0 -$200.00 -$200.00
$0 -$50.00 -$200.00
$0 -$1,500.00 -$1,500.00
$0 -$800.00 -$800.00
SubTotal $15,187.00
Shipping $25.00
Notes:
Revised Quotation
Monthly Maintenance Total
Annual Maintenance Total
$177
$2,017
Total $15,212.00
Customer Acceptance Payment
$3,042.40
Page I
WOODBURN
Incorporated 1889
TO:
FROM:
SUBJECT:
DATE:
City Council through City Administrator
Linda Sprauer, Library Director
Bid Award for the Carnegie Library Exterior Renovation
July 20, 2001
RECOMMENDATION:
Award City of Woodburn Bid number 22-03 for Carnegie Library Exterior Renovation
to First Cascade Corporation for 8 99,996.00 and authorize the City Administrator to
sign the construction agreement.
BACKGROUND:
City of Woodburn Bid number22-03 for Carnegie Library Exterior Renovation was
opened and read at 3 p.m. on July 19, 2001. There were also three options included
all of which are included in the contract amount. The results for the bid were:
Bidder Amount
First Cascade Corporation
Lake Oswego Construction
DGS General Construction, Inc.
Select Contracting
Diamaco, Inc.
PCR, Inc.
8 99
8 108
8 123
8 129
8 154
8 165
,996
411
1 O0
988
300
650
The exterior of the Carnegie Library building was not renovated at the time of the
construction of the attached structure, except for the painting of the trim. The
funding for the improvements will come from: 825,000 from a grant from the Oregon
Heritage Commission and 874,996 from the Library Endowment Fund.
Woodburn Public Library
280 Garfield Street ° Woodburn, Oregon 97071
Ph.503-982-5263 · Fax 503-982-5258
City Ward, Boundaries - Reapportionment
· One of the statutory cdteria to be followed is: "Each district, as nearly as practicable, shall...
not divide communities of common interest .... "
· The Mid-Willamette Valley Council of Governments (COG) cannot adequately do its job of meeting
the above cdtedon unless the City tells it where Woodbum's communities of common interest are.
· Senior Estates is indisputably a 'community of common interest." For historical reasons it has been
divided into three separate wards. This should not be considered as a criticism of any of the three
Councilors now serving parts of Senior Estates, but it is a fact that Senior Estates' voters are
impermissibly and unnecessarily split up and their voice in city govemment is diluted by the present
arrangement. The fact that this situation has existed for many years is no justification for continuing the
error into the new reapportionment.
· Another statutory criterion to be followed is: "No district shall be drawn for the purpose of
favoring any.., incumbent legislator .... "An additional cdtedon has been added by the City of
Woodbum in its instructions to COG: "Retain each incumbent councilor's residence within the same
ward number."
· The additional criterion directly conflicts with the legally required criterion of not favodng an
incumbent. If a conscious effort is made to keep incumbent councilors in their existing wards, this
obviously favors incumbents.
· it is understandable that reapportionment should not disqualify a councilor in mid-term from
continuing to serve. But that would not happen under Woodbum's Charter and ordinances. The Charter
requires only that a Councilor at the time of election be a resident of the ward from which he or she is
elected. If a ward boundary were changed so as not to include a Councilor's place of residence, the
Councilor could nevertheless continue to serve for the balance of the term of office.
WHAT SHOULD THE CITY COUNCIL DO ,AT ,THIS TIME?
· The Council shovld identify W0odburn's significant communities of interest. This would not need to
be a drawn-out process. The Council itself, or staff at Council's direction, could locate several such areas
in short order and have them ready for presentation and approval by the Council at an August meeting.
COG would be advised of those areas, and in doing the proposed reapportionment COG would try to
avoid dividing those areas as far as practicable.
It would be more efficient and less costly to notify COG in advance of our city's communities of
interest. Waiting until a plan has been presented by COG and a formal public hearing has been held to
make any necessary modifications to comply with the law isimpractical: Once a plan is presented by
COG, even if it is based on erroneous or incomplete data, there is a strong tendency to, at most, just
tweak it a bit.
The second thing the Council should do is to delete the criterion, .of keeping each councilor's pl,a ,ce
of residence within his or her ward. The existence of this criterion makes it more difficult to avoid dividing
communities of interest, and also it would seem to be an illegal criterion.